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CePYKiCHT DEPOSIT. 



MASSEY'S 
LETTER WRITING 



FOR USE IN THE MASSEY 
BUSINESS COLLEGES 



By 
RICHARD W. MASSEY 



PUBLISHED BY 

THE MASSEY BUSINESS COLLEGES 

RICHMOND, VA.; BIRMINGHAM, ALA.; JACKSONVILLE, FLA.; 
MONTGOMERY, ALA.; HOUSTON, TEX. 






COPYRIGHT, 1922 
BY 

Massey Business College 



MAR -3 1922 
©CI.A661130 




PREFACE 



THE ability to write and punctuate a letter correctly is an essential part 
of a business education. For many years the author has devoted care- 
ful thought and attention to the teaching of business correspondence, and his 
experience has shown him that even the best educated young people are very 
deficient in the art of letter writing. In the preparation of the following text 
no attempt has been made to treat the subject of correspondence exhaustively, 
yet much new and valuable information has been incorporated into these 
lessons. The main object has been to present the practical rather than the 
theoretical side of the subject, giving the principal rules and forms of cor- 
respondence in a condensed form that the pupil may gain the necessary 
knowledge within the shortest possible time. 

Special attention is called to the many forms illustrated, and to the beau- 
tiful script given in connection, therewith, which, it is hoped, will make the 
book more interesting and helpful. 

Very truly yours, 

The Author. 
January, 1922 
S. P.— D. B. 



For Teacher and Pupil 



TO the Teacher. — This work is intended to present in a brief and direct 
manner the most essential points in the art of letter writing. In order 
to obtain desirable results there must be much explanation • and supple- 
mentary work on the part of the teacher. 

We shall not attempt to outline a plan for teachers to follow. We suggest 
that students be thoroughly drilled in folding letters and inserting them, and 
in stamping envelopes. In writing superscriptions it would be well to have 
the students get a cheap grade of envelopes and practice on them. The use 
of the scale of criticism will relieve the teacher of much writing in criticising 
the work of students, and it will indicate to the student that mistakes of certain 
kinds have been made that must be corrected. It will be found, in most cases, 
that students will be able to correct their own errors without consulting the 
teacher. 

Students should be required to rewrite carelessly written letters until they 
get them as neat and as nearly perfect as possible. Careful attention should 
be given to the arrangement of the parts of the letter, and to the punctuation. 

To the Student. — Whatever a person's vocation may be, it becomes neces- 
sary at times to communicate thoughts on certain subjects to others in writ- 
ing. Such communications are called "letters." 

Few young people can write a good letter, and few appreciate the great 
necessity of so doing. The business world demands men and women who 
can put their thoughts on paper in strong, terse, vigorous language. Much 
of the business of today could not be transacted without the writing of many 
letters. 

Many large firms and corporations conduct their business almost entirely 
by correspondence. The managers of many such firms and corporations say 
that it would not do to send out anything else than perfect letters. To com- 
pete successfully with such firms and corporations, it is as necessary that 
small firms, and individual business men, look after their correspondence 
with equally great care. 

Therefore, it behooves everyone to become proficient in the art of writing 
letters. Proficiency can be gained only by earnest and faithful practice. 

Richard W. Massey, 

President. 



LESSON I 



LETTER WRITING 

Incidental Remarks. — There must be something to communicate or there 
would be no occasion to write a letter. The student should first of all clearly 
fix in his mind exactly, what he wants to write about, and the order in which 
the different subjects should be arranged. He should not begin his task with 
but a half formed notion, or hazy idea, of what he is going to do. He should 
strive to express his ideas in the best and simplest language that he is able 
to command. He should not use unfamiliar words nor construct sentences 
in a peculiar manner. 

Spelling. — Every word should be spelled correctly. Incorrect spelling in 
a letter makes a very unfavorable impression on the mind of the recipient. 
If the student is in the slightest doubt about the correct spelling of a word 
he should consult a dictionary; he should also consult the dictionary to deter- 
mine the proper word to exactly express his idea. 

Attention should be given to capitalization, as the improper use of capitals 
in a letter indicates that it was written by an ignorant or a careless person. 

Punctuation. — The value of punctuation is usually underestimated by 
students, and by many business men. The same words may be written in 
the same order, but if punctuated differently there will be a great difference 
in the thoughts they will convey. In such cases the punctuation is the only 
means by which the thought of the writer can be gained. There are not 
many rules for punctuation, and every one who desires to convey his thoughts 
to others, in writing, should learn and apply them. 

Pupils should thoroughly master the short, practical rules given for 
punctuation on pages 39 to 57. 

The Penmanship should be the best of which the writer is capable, for 
he has no right to force another to painfully decipher writing that is but little 
more than a series of crooked marks. Illegible writing has been the cause 
of many serious mistakes, of many lawsuits, of much loss and worry. Every 
one can learn to write neatly and legibly by practicing diligently an hour or 
two each day for a few months. 

Blots, interlineations, and scratches must be avoided. If by accident a 
letter should be blotted, or if it be found that a word or a phrase has been 
omitted, rewrite the letter. Every letter that is found incorrect in any way 
should be carefully rewritten. 



MASSEYS 



Students should not expect to become accomplished in the art of letter 
writing merely because of an earnest desire to write a good letter. Nothing 
but persistent, systematic work, properly directed, will accomplish the desired 
result. Putting off writing the exercises until the last minute, then dashing 
them off, right or wrong, is the source of many errors, many failures, and 
certain disappointment in the end. 



I. Penmanship should be, 



Do 



Plain. 

Avoid— erasures, scribbling, shading, hurry, flourishes, 
not use a lead pencil. 

{Small letters. 
Spacing. 
Slant. 



Avoid — fancy letters or a mixed style. Dot the i and / and 
cross the t. Avoid writing & except in firm names, 
in connecting initials, and in railroads. 



[I. Figures should be "^ 



Plain. 
Uniform. 



Good usage requires figures 



H 



f Dates. 
! 



Sums of money. 

Time of day. 

Quantities. 
. Rates, 
i^ Prices. 



Note — In negotiable papers and deeds the amount of money, 
the number of lot, etc., should be written both in 
words and figures. 

The Materials used in letter writing are paper, envelopes, pens, penholders, 
ink, and blotters. The typewriter is used by most business men. As the 
typewriter manual gives full instruction for the use, care, operation of the 
machine, and arrangement of typewritten letters, that part of the work will 
not be touched upon in this text, excepting in the special instruction to 
stenographers. 

The Paper should be of the quality, size, and color suited to the purpose 
for which it is used. For business correspondence, white paper is usually 
used. The sizes most frequently used are commercial note, which is about 
five inches wide and eight inches long, and letter paper, the dimensions of 
which are about eight by ten inches. The paper may be ruled or unruled. 

Letterheads are used by most firms. They are the size of letter paper, 
with the name and address of the firm printed at the top in a more or less 
ornate design. 

In Social Correspondence the paper is of so many sizes and tints, depend- 
ing upon the prevailing style, that it would be impossible to describe that 
used at any given time. The prevailing colors are white, a delicate blue tint, 
or a cream color. The sizes in most frequent use are the English note, which 
is a double sheet that, when folded once, forms a square, and the commercial 
note described in a preceding paragraph. Mourning paper, which has a black 
border, may be used by one who recently suffered the loss of a near relative. 



LETTER WRITING 7 

The Envelope should correspond to the paper in quality and color, and 
should be of such size and shape as to allow the paper, if folded properly, 
to fit it neatly. The envelopes most in use for business correspondence are 
No. 6y 2 , which is about Zy 2 by 6*4 inches; No. 7, which is about 3^ by 6^ 
inches ; and the official envelope,, which is about 3 15-16 by 8% inches. Official 
envelopes are used when legal documents, plans, specifications, etc., are to 
be enclosed. They are usually of a yellow or a buff color. Most business 
men, firms, and corporations have their names and addresses printed in the 
upper left-hand corner of the envelope, a practice to be commended. 

For social correspondence a No. 5 envelope is usually used with com- 
mercial note paper, and a square envelope with English note paper. An 
envelope with a black border should be used with mourning paper. 

The Pen should be adapted to the needs of the writer. A pen of medium 
coarseness and flexibility is best for the majority of the people. Avoid exceed- 
ingly large or small, flexible or stiff, fine or coarse pens. It is best not to 
use a stub pen because it tends to confuse the letters by making the lines 
too coarse. A fountain pen is found by many to be well suited to their needs 
and usually proves economical, as the ordinary steel pen lasts but a day or 
two, and a fountain pen, with proper care, will last for years. 

The Ink should be of good quality. It should flow freely and be perma- 
nent in color. Use black ink or writing fluid which is of a bluish color when 
first applied, but later turns black. Do not use colored ink in writing letters. 
If the letter is to be copied in a letter press, use copying ink. 

A Blotter should always lie under the hand when writing, as it serves to 
receive the moisture from the hand, and is always ready when needed to take 
up superfluous ink. 

Note to Teacher. — If possible, exhibit to the class specimens of different kinds of paper 
and envelopes. 



CLASSIFICATION OF LETTERS 

Letters are divided into several classes, as Social, Business and Open. 

Social Letters are those written to relatives, friends or strangers ; and they 
are more or less sentimental and personal in character. 

Business Letters are those communications that relate to financial, profes- 
sional and miscellaneous matters. 

Note. — A business letter will be found on page 10. 

Open Letters are intended for the general public, and are usually addressed 
to the editor of a paper, to a public official or to the public, and their chief 
object is the discussion of public affairs or the criticism of public officials. We 



8 massey's 

shall not discuss this class of letters. The following form is given as a 
specimen of an open letter: 

Editor Evening Star: 

Sir — I wish to ask our worthy mayor, through the columns of your paper, 
why he does not comply with his ante-election promises. Some voters who 
were inclined at first not to support him finally gave him their support when 
he gave his unqualified promise that he would faithfully execute the laws 
concerning gambling and the sale of liquors ; also that he would leave 
nothing undone to procure the passage of ordinances that would result 
in securing to the citizens better service from the street railway, gas, electric 
light, and water companies. 

More than three years of the mayor's term have expired, and he is now 
seeking reelection. What has he done for the good of the city? Has he made 
any effort to fulfill a single one of his promises? I say that he has not. 

The city is overrun with gamblers, who openly and defiantly ply their 
nefarious business. One can see at any time youths in their teens swaggering 
along our streets befouling the air with their fetid breath, and making a 
nuisance of themselves with their loud and disgusting talk. 

The corporations which supply transportation, light and water were 
practically given their franchises; and they, having no competition, and 
knowing that they are not likely to have any, are arrogantly assuming, 
without hindrance on the part of the city authorities, many privileges which, 
under the broadest construction of their contracts and franchises, could not 
be rightly allowed them. 

What has our mayor done to suppress the violations of the city's laws, and 
why does he allow the corporations to control in everything that interests 
them? He is the executive officer of the city. By using the executive authority 
he can easily mitigate the abuses. Why does he not do so? 

If it is his intention to make good his promises, let me remind him that 
the time is short and much is to be done. 

I wish to call the attention of the voters of this city to the sentiment 
contained in the following couplet : 



'A man of words and not of deeds 
Is like a garden full of weeds." 



John Adamson. 



The foregoing letter is addressed to "The Editor of the Evening Star," but 
it is not intended for the editor, nor is it intended for the mayor. It is an 
appeal to the voters of the city in which the Evening Star is published. 



LETTER WRITING 

OUTLINE OF A BUSINESS LETTER 











(Place.) 


Date. 


c 




(Title a 


nd name.) 








Address. 




(Post office addi 


•ess and State.) 


Sa 


lutation. 


First paragraph. 










M 












u 










■ 






£ 


















Second paragraph. 




i 






Complimentary close. 




► .S 


Signature. 






c 


Hi 








1- 


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r> 


• a 








tl 


cd 








c 


: u 








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c« 








l- 
n 


cd 








£ 


i A 







10 massey's 

MODEL BUSINESS LETTER 



















Note — While it is almost universally customary to use the typewriter in writing business 
letters, where one does not have access to a typewriter the above form is correct. The pupil 
will observe that after the salutation a comma and dash are used in this letter. Some 
authorities prefer a colon and dash thus, : — . Both forms of punctuation are correct. 



LESSON II 



THE PARTS OF A LETTER 

A letter consists of five parts: the Heading, the Introduction, the Body, the 
Complimentary Close, and the Signature. The appearance of the letter depends, 
to a great extent, upon the proper arrangement of these parts. 

HEADING 

Location — First line at top of page, right of center, depends on length. 
Items— Postoffice, State, date. 



I. Heading. 



A comma should follow the town, the State, the day of the 
Punctuation. -\ month, and a period after the year. All abbreviations are 
followed by periods. 



The Heading is for the purpose of informing the recipient of the letter, of 
the place where, and the time when, the letter was written. It consists of two 
parts : the Place and the Date. Part of the heading is often printed on business 
stationery. 

The Place is usually where the writer desires the answer to his letter to be 
directed, and it includes the name of the postoffice and the State. If the town 
in which the postoffice is located is very small, the name of the county should be 
included in the place. If the writer lives in a large city, the street and house 
number, or, if he gets his mail from the postoffice, the number of the letter box 
should not be omitted from the heading. In cases where the writer is connected 
with an institution such as a college or a hospital, to which mail is regularly 
delivered, the name of the institution should be placed in the heading. One 
who has an office in a large office building should include the name of the build- 
ing and door number of his office in the heading. In case the writer lives in the 
country on a rural free delivery route, the route number should be given in the 
heading. 

It sometimes occurs that the name of the town and the name of the postoffice 
are not the same. In such cases always be sure to write the name of the postoffice. 
Never abbreviate the name of the postoffice. 

The Date consists of the month, day of the month, and the year, in the order 
given, when the letter was written. Sometimes it is necessary to give the day 
of the week, and even the hour of the day. The day and hour are usually given 
when several letters are written to the same party on the same day. 

Always write the day of the month and the year in figures, also the hour if 
used. Do not substitute the number of the month for its name. In writing the 
day of the month in the heading omit "st," "rd," "th," etc., after the figures. 



12 massey's 

The Heading should begin about the middle of the first ruled line ; and if 
it occupies more than one line, the initial letter of the second line should 
begin about an inch to the right of the initial letter of the first line. If it should 
be found necessary to use three lines, begin the second line to the right of the 
first line and the third line to the right of the second line in such a manner 
that if a straight line is drawn through the initial letters of the three lines it 
would cross the lines upon which the words were written at an angle of about 
twenty-five degrees. 

Each line should contain a complete part of the heading. If it is found 
necessary to use two lines, use the first line for the Place and the second line 
for the Date. Always use as few lines as possible without crowding. 

A comma should be placed after the name of the postoffice, the name of the 
State, and after the day of the month, and a period after each abbreviation 
and at the end of the heading. 

Capitalize all proper names and abbreviations found in the heading. 
Should the name of the State be abbreviated, place a period and a comma 
after it. 

If the answer to the letter is to be sent to a place different from that in 
which the letter was written, mention the fact in the body of the letter or 
immediately after the signature. Study very carefully the headings which 
follow. Note the arrangement and punctuation. 

Printed Headings. It is the practice of business firms to have printed, 
engraved or lithographed letterheads, in which case the date only is to be 
filled in. 

Small Town. If the letter is written from a small town, the heading may 
consist of the postoffice, state, month, day of the month, and year, as follows : 

Freeport, Fla., Jan. 23, 19 

Village. In writing from a small village postoffice, the county should be 
included in with the heading, therefore two lines are necessary, thus : 

Village Springs, Green Co., Ala., 

Feb. 24, 19 

City. Letters written from a city should include the street and number, 
or name of a building, as follows : 

874 E. Main St. , 

Richmond, Va., May 16, 19 

Room 168, Jefferson Co. Bank Building 
Birmingham, Ala., Apr. 14, 19 



LETTER WRITING 13 



FORMS OF HEADINGS 



< ^. 






Form when writing from small village where R. F. D. number is necessary. 






/ '-"^-'V 



Form when written from a city where detailed address is necessary. 






4< /, 



Form of heading for letter written from a prominent institution. 



14 massey's 



Form of heading giving specific information as to exact date written. 



Form of plain heading. 



Form of heading when county is given. 



LETTER WRITING 15 

Exercises 

The pupil is requested to correct and arrange the following headings 
properly, using the Business Correspondence Exercise book for this purpose. 
A number should be prefixed to each exercise to correspond with the number 
given herein. Write each exercise neatly and carefully and hand to your 
teacher for examination. 

1. July 3, iowa, afton, 1922. 

2. 1923, alabama, nov. 16, needmore. 

3. moore co., 1922, n. c, hemp, aug. 5. 

4. r f d 2, vandalia, sept 8, mo, 1921. 

5. hillman hospital, oct 3, alabama, 1923, birmingham. 

6. tuesday, windom, 1 :20 p m, 1924, august 18, mo. 

7. menah, box 13, may 25, Wisconsin, 1922. 

8. Washington st, ill, no 57, april 1, Chicago, 1923. 

9. board of trade building, ky, december 25, louisville, room 40, 1924. 

10. va. may 3, ino, 1923. 

11. iowa, June 7, adams co, 1922, strand. 

12. ill, box 411, aug 17, Chicago, 1923. 

13. Connecticut, 1923, southington, dec. 3. 

14. burlington bldg, mo, room 53, 1924, st louis, January 24. 

15. mt pinson, 1922, r f d no 2, march 23, alabama. 

16. 1922, Vermont, September 8, Coventry. 

17. c/o Ottawa business college, 1915, ill, Ottawa, nov. 28. 

18. mo., box 59, carthage, 1923, Jan. 7. 

19. ebbitt house, may 17, d. c, 1924, Washington. 

20. Wednesday, 1914, august, findlay, 13, ohio, hancock co. j 

21. 1608 vine st., mo., apr. 16, st. louis, 1925. 

22. delaware, ohio, ohio wesleyan university, 1922, mar. 4. 

23. willis, may 30, texas, 1923, c/o m. f. carson. 

24. baltimore, feb 27, Md., 408 hanover st., 1925. 

25. No 1842 elm st, 1922, march 6, austin, tex. 

26. Write a heading for a letter, supposing you are at your home. 

27. Write a heading for a letter from your school. 

28. You are supposed to be at the Alabama State University, at 

Tuscaloosa, Ala. Write a proper heading for a letter from that 
institution. 

29. You are a patient at St. Vincent's Hospital, at New Orleans, La. 

Write a proper heading for a letter from that place. 

2— Jan. 22. 



LESSON III 



ADDRESS AND SALUTATION 

The Address consists of the name, and title, if any, of the person to whom 
the letter is written and his place of business or residence. 



II. Address. «J 



fin formal business letters place address at top of letters; 

Location <{ in personal letters place address at close of letters — 

L left of center. 

C First line following the heading. Use one title only. Jun- 
ior and Senior are abbreviated to Jr. and Sr. These 
, T , . . I words are written with initial capital letters, and should 

IN ame and title. ^ ^ e se p ara ted from the surname by a comma. 

Titles and degrees may be used together; one does not 
necessarily include the other. It is correct to say Rev. 
Ignatius O'Donnell, D. D. ; Mr. Roger Everson, Sr. 



I 



Items — Postoffice and State. 

C Comma after name, after the title (if it follows the name), 
Punctuation . . . ~{ after postoffice ; period after State. Periods after all 

^ abbreviations and initials. 



Name. Care should be taken to get the name correct. It is displeasing to 
receive a letter in which one's name is incorrectly spelled. If you are writing 
to an individual, abbreviate only as the person written to signs his name. In 
writing to a firm or corporation, use the correct firm name. 



Titles. Courtesy demands the use of some title in addressing an individual 
or firm. A gentleman should be addressed as "Mr.," a married woman as 
"Mrs.," while "Miss" is applied to an unmarried woman. Do not make the 
error of putting a period after "Miss," as this title is not an abbreviation. In 
addressing two or more unmarried women, the prefix "Misses" should be 
used, and in the case of two or more married women the prefix "Mesdames" 
should be used. "Prof." should be applied to a man engaged in the profession 
of teaching. "Mgr." is the title for Manager and "Gen. Mgr." is the title for 
General Manager. Superintendent is abbreviated "Supt"; Vice-President, 
"Vice-Pres." ; Certified Public Accountant, "C. P. A."; and General Passenger 
Agent, as "G. P. A." "Hon.," an abbreviation for Honorable, is applied to 
men who are holding or have held important government or state positions, 
such as United States Senators, Members of Congress, Cabinet Officers, 
Members of State Legislatures, Mayors, etc. 



LETTER WRITING 17 

Professional titles such as "Dr.," 'Trot," Maj.," etc., and titles of 
courtesy, usually precede the name. Literary titles are such as are granted 
by incorporated colleges or universities to those who have completed a 
prescribed course in those institutions ; or on account of special attainments 
in science, literature, law or theology. Such titles usually follow the name. 

Double Titles. — Double titles should never be used, as : Prof. A. M. 
Bruce, Esq. ; Hon. Oscar Underwood, Esq. ; except when a clergyman's given 
name is unknown, both Rev. and Mr. may be used, as : Rev. Mr. Davis. It 
is in good form, however, where the clergyman has the title of Doctor of 
Divinity to use Rev. Dr., as : Rev. Dr. A. M. Sneed, or Dr. A. M. Sneed, D. D. 

In addressing a married woman do not commit the error of including her 
husband's title — as "Mrs. Dr. Jones." 

The name and title should be written on the line below the heading, and 
should begin at the marginal line. The name of the postoffice and the name 
of the State in which it is located should be written on the line below the 
name and the title, and should begin at the paragraph line. The postoffice 
and State should occupy but one line. If the street number or the county is 
included in the address, use three lines, in which case the postoffice and State 
should occupy the third line. In letters of friendship and in official letters it 
is best to write the address at the end of the letter, beginning it at the 
marginal line and on the line below the signature. 



18 



C Words used. . . -{ 
III. Salutation. . < 



SALUTATION 



r Sir, Sirs. 
Dear Sir. 

Dear Sirs or Gentlemen. 
My dear Sir. 

My dear Sirs (never use "Gents" or Messrs."). 
Madam. 
Mesdames. 
Dear Madam. 
Dear Mesdames. 
My dear Madam. 
My dear Mesdames. 



. f Varies with the taste of the writer and with the 

v- Punctuation . . J character of the body *of the letter. The prevailing 

L style is to follow the salutation with a colon only. 

Note that the word "dear" is not capitalized except when used as the first word of the 
salutation. 



The Salutation is the word or words of greeting used before beginning 
the body of the letter. The terms of the salutation are as varied as the 
business or social relations of the parties to the letters. The ordinary terms 
used in business are "Dear Sir" or "Sir" when writing to a man ; "Dear Sirs," 
"Sirs" or "Gentlemen" when writing to several men ; a married or elderly 
unmarried lady is saluted as "Madam"; a young lady is saluted as "Dear 
Miss ." Some persons omit the salutation when writing to young un- 
married ladies. When writing to several ladies, use the term "Mesdames" 
as a salutation. When writing to both gentlemen and ladies, use no saluta- 
tion. Do not abbreviate any part of the salutation, as "Dr." for "Dear," "Sr." 
for Sir," or "Gents." for "Gentlemen." 

The salutation begins either on the marginal line, the paragraph line, or as 
far to the right of the paragraph line as it is to the right of the marginal line, 
depending on the length and arrangement of the address. A careful study of 
the illustrations of the introduction will give an idea of the proper place to 
begin the salutation. 

Punctuation. — Place a comma after the name and one after thepostofnce. 
Place a period after each abbreviation and after the name of the State. If one 
of the parts should be abbreviated that would require a comma after it were 
it written in full, place a period and a comma after it. If titles follow the 
name, separate the name and first title by a comma, and place commas between 
the titles. Place a comma and a dash after the salutation when the body of 
the letter b.egins on the same line the salutation occupies. If the body of the 
letter begins on the line below the salutation, place a colon after the 
salutation. 



LETTER WRITING 19 



FORMS OF INTRODUCTION 



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LETTER WRITING 21 

The following form is sanctioned where the letter is written on a 
typewriter : 

Mr. Claude Davis, 
American Trust Bldg., 
Birmingham, Ala. 

Dear Sir: 

We are sending you etc. 

(While as explained before — other methods of punctuation are used, yet the colon 
[without dash] is in best usage.) 

Exercises 

Write the necessary addresses and appropriate salutations to letters to be 
addressed to the following named parties and firms : 

1. W. C. Bond, your best friend, who lives at Birmont, Ala. 

2. A, P. Montague, D. D., who is president of Howard College, at East 
Lake, Ala. 

3. Warren & Montgomery Bros., Yazoo City, Miss., dealers in general 
merchandise. 

4. E. C. Mills, a penman, whose place of business is at 195 Grand Avenue, 
Rochester, N. Y. 

5. Miss Grace Sherman, a young lady friend, who lives at Wauseon, O. 

6. Cyril M. Jansky, a student in the State University of Michigan, Ann 
Arbor, Mich. 

7. W. C. Harvey, who is a preacher residing at Paoli, Kansas. 

8. Edgar Clark, a very small boy, whose address is Robins, Iowa. 

9. A. L. Hord, postmaster, at Greenville, 111. 

10. Alfred Adams, a lawyer, who lives at Taylorville, 111. 

11. W. H. Morey, principal of public schools, who lives about ten miles 
from Lowell, Ind., and receives his mail by rural delivery, Route No. 3. 

12. E. K. Isaacs, a teacher in the Los Angeles Business College, Los 
Angeles, Cal. 



LESSON IV 



BODY OF LETTER AND COMPLIMENTARY CLOSING 

The Body of the letter consists of the matter to be communicated. It 
should begin on the same line the salutation occupies, or on the line below the 
salutation. Where the letter is very brief, the heading, address and salutation 
should be dropped, giving a wider margin of space, thus bringing the center 
of the body of the letter nearer the center of the letter sheet. In case a letter 
occupies more than one sheet, the second sheet should be marked No. 2, with 
the initials of the addressee at the top. 

Margin. — There should be a margin of space down the left hand side of the 
letter sheet. The width of the margin may vary from one-half to an inch, 
depending upon the nature of the letter and the writer's preference. The line 
of margin, while an imaginary one, should of course be perfectly straight. 

Paragraphs should begin on the paragraph line, which is about three- 
fourths of an inch to the right of the marginal line, or about one and one-half 
inches to the right of the left edge of the paper. A letter may consist of but 
one paragraph, or it may consist of many, depending upon the number of 
subjects treated. Each separate subject should form a paragraph. If there 
are but two or three subjects treated of in the letter, and each should require 
but a line or two, it is best to put them all in one paragraph unless the 
subjects are so divergent that they bear no possible relation to each other. 

The Style of Composition should be direct, clear and forcible. The pen- 
manship should be neat and legible, the spelling correct, and the letter should 
be carefully punctuated. 

There would be no letters written were there no ideas to communicate. It 
is the province of grammar and rhetoric to teach the proper method of 
expressing ideas, therefore no rules for the construction of sentences will be 
found in this work. 

The following extract of an article written by a business man appeared in 
the magazine "Business" : 

"Be brief. Be explicit. By this I do not mean to shorten your sentences 
by making them incomplete and leaving out little words here and there 
simply for the purpose of shortening your letter. 

"Some people think that business letters should be made as short as 
possible. I have heard people say that a business letter should never cover 
more than one ordinary sheet of writing paper. This is a mistake. I do not 
mean by saying 'brief that you should make your letters short. If you have 



LETTER WRITING 23 

enough to say relative to business matters to fill two pages, take two pages 
for it. But don't put in unnecessary or superfluous matter. Think of just 
what you want the other person to know, and then tell it in a plain, concise 
manner, but in a way that will not leave the person in doubt as to your 
meaning. 

"Study your thoughts so that you may construct sentences that will 
exactly express them. See that your letter is properly punctuated and para- 
graphed. It will require time and trouble at first ; but after due time it will 
be just as easy to write a good letter as it is now to write a poor one." 

THE STAMP 

A two-cent stamp must be attached to every envelope enclosing a letter, 
written with pen or typewriter, before the letter will be forwarded. The stamp 
should not be placed on any other part of the envelope than in the upper 
right-hand corner. Margins of about one-fourth of an inch should be left 
above and to the right of the stamp. The edges of the stamp should be 
parallel with the edges of the envelope, and the stamp should always be 
attached right end up. Your letter will produce a bad impression at the 
start if your stamp is not neatly attached. 

Should it be necessary to attach more than one stamp, place the first one 
as described in the foregoing paragraph and the others in a row to the left of it. 

The rates of postage and an abstract of the classification of mail matter 
will be found in another part of this book. 

QUESTIONS 

1. Explain and illustrate the different methods of folding letters. 

2. How can it be determined which method of folding should be used? 

3. What is the superscription? 

4. In what position should it be placed on the envelope? 

5. Where and how should the stamp be placed on the envelope? 

6. What causes many people to write poor letters? 

7. If your letters are not as good as you would like, can you tell the cause 
of their failure to come up to your standard ? 

8. (a) Did you ever apply for a position by letter? (b) Did you get the 
position? (c) Did you get an answer to your letter? 

9. (a) Do you think that it is likely that you will apply at some future 
time for a position by letter? (b) If you should do so, would you want 
proper consideration given your application? (c) Would such consideration 
be given to your application if your letter should be such as not to deserve it? 

10. (a) Of what value are specimen letters? (b) Do you need a form 
for every letter you may be called upon to write? 



24 



MASSEYS 



CONCLUSION 



Location — At the bottom of page, right of center. 



Punctuation— A comma should follow the complimentary close. 



Language . 



V. Complimentary 
Closing. 



To write "Yours, etc.," or "Respt. y'rs.," or to abbreviate 
any of the words of the salutation or complimentary 
close is considered rude. Observe the following 
forms : 

Gentlemen : Yours truly, 

Dear Sir : Very truly yours, 

My dear Sir : Respectfully, 

Ladies : Very respectfully, 

Madam : Cordially yours, 

Dear Tom : Faithfully yours, 

My dear Mary : Lovingly yours, 

My dear Miss McQuat: Yours very sincerely, 

Dear Uncle Dick : Gratefully yours, 

My dear Mother : Your loving daughter, 



' A period should be placed at the close of the signature, 
it being the terminal mark of the letter. A lady in 
writing to a stranger should write before her Chris- 
tian name Miss or Mrs., as the case may be. The 
Miss or Mrs. may be in parentheses if desired. Cus- 
tom favors the habit of a married woman writing 
Signature..^ her husband's name, with Mrs. placed before it, as 

her own, as Mrs. Chas. H. Jones ; but if a widow, 
she should write Mrs. Mary Jones, or Mrs. Mary 
Adams-Jones. In such cases it is better to write the 
first name in full, as the use of initials only might 
lead to confusion. This does not apply to women 
engaged in business or to members of a firm. 



LETTER WRITING 25 

The conclusion consists of the complimentary close and the signature. 

The Complimentary Close consists of the words of compliment or courtesy 
that the writer desires to pay to his correspondent before closing the com- 
munication. Those words vary according to the nature of the communication 
and the disposition of the writer. In social letters the words in most common 
use are, "Your friend," "Yours very sincerely," "Your loving son" (or 
daughter), etc. The forms most used in business letters are: "Yours truly," 
"Truly yours," "Yours very truly," etc. Capitalize only the first word of the 
complimentary close. 

Official letters are closed in a more formal manner than social or business 
letters. The usual manner is, "I have the honor to be" (or remain), "Your 
obedient servant," etc. No part of the complimentary close should be 
abbreviated. 

The complimentary close must be written on the line below the last 
paragraph in the letter, and should begin about the middle of the line. 

The Signature is the name of the writer, and it should never be omitted. 
It is placed on the next line below the complimentary close. The signature of 
a firm may be written by any member of the firm, but the member who writes 
the signature should follow it by adding his initials or name after the word 
"per" or "by." 

i , ■ ■ | 

The initial letter of the signature should be about three-fourths of an inch 

to the right of the initial letter of the complimentary close. 

The signature should be written legibly, and under no circumstances 
should it appear as a mere tangle of lines. Many individuals, firms, and most 
corporations use rubber signature stamps, although it is considered more 
courteous to sign the name with pen and ink. Where the letter is typewritten 
and the signature attached in pen and ink, it is becoming customary to add the 
signature also in typewriting, for the sake of legibility. 

1 i i 

A married woman should use her husband's signature with the title "Mrs." 
prefixed, thus : "Mrs. Arthur Gordy." A widow should use her own Christian 
name, as: "Mrs. Mary Smith." 

A comma should be placed after the complimentary close and a period after 
the signature. 



26 



MASSEYS 

BODY 



Where to begin. 



i Follow salutation on next line below. The initial 



of postoffice address may serve as a guide. 



Left Margin — Depends on taste of the writer. 



f No regular margin, but as near like the left margin 
Right Margin . . -j as possible. Care should be taken to write the 



lines somewhat uniform. 



Paragraphs. 



IV. Structure : j 
Body of Letter. 



f Show division of subjects. 

After completing what is to be said on a topic, or 
some particular phase of it, instead of begin- 
ning the next thought directly after it on the 
same line, commence on the next line below at 
the paragraph space, about one inch from the 
marginal line on letter paper, and about half an 
inch on note paper. This rule is not to be fol- 
lowed absolutely, as in a sense every new sen- 
tence introduces a new thought; but it should 
be understood that when all that bears upon 
some topic in a letter has been written, and it 
may include several sentences, the next topic 
should begin with a new paragraph. Sometimes 
a paragraph may occupy only a line, in which 
case the next paragraph should begin as usual 
at the paragraph space. 

L Excessive paragraphing should be avoided. 



f Avoid slang. 
Language should be dignified. Show a preference 
for short sentences. Have a variety in expres- 
sion, in phraseology, in subject matter. Avoid 
new words, foreign words or phrases. Avoid 
bombastic or high sounding words. Avoid long 
sentences. Avoid double negatives. Avoid 
tautology. Acquaint yourself with some good 
book on synonyms. Even if your letter has 
good form, good penmanship, is properly 
spaced, paragraphed, etc., it will be an utter 
failure unless your subject matter is apropos, 
clear, and carefully edited. Avoid hackneyed 
expressions and mannerisms of every kind. 
Subject Matter. < Treat the various topics in your subject matter 

in the order of their importance. 
The reply should take up matters referred to, in 
similar order. Divide words only at syllables, 
using a hyphen. Consult your dictionary for 
division of words. Words of one syllable 
should never be divided. Leave ample room 
for closing and for signature. Do not use 
second sheet simply for complimentary closing 
and signature; carry over a paragraph from the 
first sheet. Avoid interlineations. Avoid fill- 
ing the margin and heading with afterthoughts. 
Avoid postscripts. Avoid crowding at the end 
of the line or at the bottom of the page. Avoid 

L underscoring. 



LETTER WRITING 



27 



BLOCK FORM OF ADDRESSING ENVELOPES 
ON TYPEWRITER 



Prof. C. W. Penton, 
% N. I. N. S., 
Valparaiso, Ind. 



Another form in good usage : 



Mr. A. M. Bruce, 

Birmingham, 



Ala 



Massey Business College. 



28 massey's 

Exercises 

Write correct superscriptions and punctuate them on envelopes or slips of 
paper cut to the size of a No. 6 envelope for the following names and 
addresses: 

1. Amos B. Means, who gets his mail at the small village of Moore's 
Corner, which is in Franklin County, Mass. 

2. E. P. Hogan, who is a professor in Howard College, at East Lake, Ala. 

3. E. O. Jones, a lawyer, living at Fowler, Ind. 

4. . Lyman Hilliard, a farmer, whose mail is carried by rural free delivery 
route No. 4 out from Greenville, 111. 

5. Emmons, Carson & Co., wholesale grocers, whose place of business is 
at 512 Lake St., Cleveland, Ohio. 

6. D. K. Barber, who is a preacher living in the small village of Woburn, 
111. 

7. Miss Nannie Hamilton, who is a superintendent of the Hillman Hos- 
pital, in Birmingham, Ala. 

8. Wm. R. Morrison, who is congressman from the Eighteenth Congres- 
sional District in Illinois and whose home is in Bellville, in that State. 

9. F. M. Johnson, who is a colonel commanding a regiment stationed at 
Fort McPherson, in Georgia. 

10. Charles King, who is a small boy living with the family of H. C. 
Martin, whose address is Morenci, Mich. 

11. P. C. Reed, who is attending college at the Ohio Wesleyan University, 
at Delaware, Ohio. 

12. J. C. Burns, who is a judge living in Creston, Iowa. 

13. The Penman's Art Journal, whose office is at No. 203 Broadway, New 
York. 



LETTER WRITING 29 

FORMS OF SIGNATURES 

Sincerely yours, 

Arthur M. Smith. 



Yours truly, 



A. R. Patterson & Co. 
By S. E. 



Respectfully yours, 

Birmingham News Company, 

By Victor Hanson, Pres 



Yours very truly, 

Massey Business College 

A. M. Bruce, Vice-Pres. & Mgr 



Respectfully, 

Roberts & Son, Inc., 

By Richard W. Massey, 

Vice President. 



30 massey's 

BUSINESS LETTERS, USING BLOCK FORM 

Henderson, Ky. , Oct, 1, 1923. 

Mr. C. H. Harris, 
St. Louis, Mo. 

Dear Sir: 

Upon receipt of this letter, please wire us your 
best prices, f. o. b. cars, Henderson, on from one 
to five cars No. 1 Timothy Hay, No. 1 Clover 
mixed Hay, No. 2 Timothy Hay, and No. 1 all Clover 
Hay. If you have other kinds of hay, I should 
be pleased to have your prices on them. Use 
Robinson's cipher. 

Yours very truly, 

E. M. Parker. 



Anniston, Ala., June 14, 1924 

Mr. H. V. Comer, 
Selma, Ala. 

Dear Sir: 

We have some 2,000 candle power T. H. and Wood 
double, open arc lamps, in excellent condition, 
which we would like to sell. We can offer a 
bargain in these lamps if you can use them. We 
also have some 1,200 candle power lamps for sale 



Yours truly, 



Anniston Elec. Co 
By E. K. 



LETTER WRITING 31 

QUESTIONS 

1. Name the parts of a letter. 

2. State the use of each part. 

3. How should the parts of the heading be punctuated and capitalized? 
The Introduction? The Conclusion? 

4. Should the address be placed in the same position in all letters? If not, 
state the different positions it may occupy, and tell how to determine in which 
position it should be placed. 

5. How should the signature be written? Are you cultivating the habit of 
writing your name plainly and legibly, or are you possessed of the idea that a 
"freak signature" is most suitable for you? 

6. What determines the proper salutation to use? 



LESSON V 



FOLDING LETTERS AND ADDRESSING ENVELOPES 

Folding Letters. — The letter should be folded so as to fit in the envelope 
neatly, yet so that it may be easily inserted into or removed from the envelope. 

A sheet of letter paper should be folded by turning the bottom of the sheet 
up to within about one-fourth of an inch of the top of the sheet; then make 
folds of equal width, first on the right, then on the left, so that the sheet will 
not be quite so wide as the envelope. Crease all the folds neatly with the 
fingers or with some smooth instrument. 






^V 



^ZJ£^ 



Cz^r 6 






^X^^ZsV^^t^^ZS '. 




n n 



This shows a letter partially folded. The student can easily see how to 
fold a letter by studying the illustration. 




LETTER WRITING 



36 



•^t^-zz^z^- •' 



C^ 



6l^L^ 




z 




'J 



A Sheet of Note Paper should be folded from the bottom, so that the lower 
edge will touch the upper part of the sheet about one-third of the length of the 
sheet from the top ; then fold the top of the sheet over the bottom of it so that 
the crease will enfold the lower edge of the paper as it lies after the first fold. 

A sheet of letter paper is folded to fit an official envelope as described in the 
preceding paragraph. 

Copies of all important business letters should be 
taken. This is done in a copy press, by carbon copy, or 
other methods of duplicating. If the copy is an answer 
to another letter it should be pasted to it, the original 
being sent to the correspondent. If it be a copy of an 
original business letter sent, it should be filed away and 
attached to the answer when it arrives. Thus letters and 
answers are always to be found together. A good method 
is to take a carbon copy of your answer on the back of 
the letter received. Where copies are attached, use paste 
in preference to pins or clips, as the latter come loose in 
the files. 

Legal Documents are folded from the bottom, first in 
halves, then to one-fourth the length of the paper, when 
they should fit nicely in a No. 9 standard envelope. If 
folded correctly the title page will show the last single 
fold at the right. 




34 



MASSEY S 






<^ 



*f 



^^^z^>A^^' 



-^ 



t^u : 



c^^ 












-x^^^L^- 



■--^s-zz. 



■^^^-^^^^e^^^-^z-^^-^- 



z^y: 



^y^^i^^^iu^^j^t^L 





LETTER WRITING 



35 




36 



MASSEYS 




LETTER WRITING 37 

To Insert the Letter. — Take the envelope in the left hand, with the address 
side next to the fingers ; then take up the letter with the right hand, with the 
edges of the ends of the papers above the thumb, and insert it by placing the 
last folded edge into the envelope first. 



Note — The teacher should fold letters in the presence of the class, and require each 
member of the class to fold letters in his presence. 



The Superscription is what is written on the envelope to show where the 
letter is to be sent and to whom it is to be delivered. It consists of the title, 
the name, and address of the party to whom the letter is written. The title 
and name should be written about midway between the top and bottom edges 
of the envelope, and there should be an equal margin left at both ends. 

Mail matter should be addressed legibly and completely. The name of the 
addressee, the postoffice and the State must be given. If the addressee resides 
in a city having free delivery, the house number, street, or the postoffice box, 
if known, should be given. 

If the addressee resides on a rural free delivery route, the number of the 
route, and box, if known, should be given. If the matter is intended for 
delivery through the general delivery at the postoffice, the words "General. 
Delivery" should be added. 

The Name of the Postoffice should begin about one inch to the right of the 
initial letter of the title, and the name of the State should begin about one inch 
to the right of the initial letter of the postoffice. If the street and street 
number are included in the superscription, they may be placed on a line be- 
tween the name and the postoffice. If the name of the county should be 
written in the superscription, write it on a line between the postoffice and the 
name of the State. The street and street number or the name of the county 
may be written in the lower left-hand corner of the envelope. If the letter is 
sent in care of a certain person or an institution, the name of the person or 
institution should be written in the lower left-hand corner of the envelope 
preceded by the words, "In care of," or the sign : "c/o." 

The superscription should be plainly, neatly and legibly written, and the 
spacing between the lines should be uniform. 

Place a comma after the name and one after the postoffice, and place periods 
after all abbreviations and after the name of the State, and also after anything 
that may be written in the lower left-hand corner of the envelope. 



38 massey's 

Abbreviations. Never abbreviate the name of a town or city. Abbrevia- 
tions of states should be plain, and prominent enough to be easily understood. 
Such abbreviations as CaL for California and Col. for Colorado should never 
be used unless very carefully written. Often it is very easy to mistake an 
a for an o. Errors are likely to arise in such abbreviations ; as Me., Mo., Miss., 
Mass.; thus causing the letter to be carried to an entirely different section of 
the United States. A period should follow every abbreviation, and a comma 
after each portion of the superscription except the last, which of course 
requires a period. For correct abbreviations of states consult the Postal Guide. 



Exercises 

Write envelopes to the following addresses, and submit to your teacher 
for approval: 

1. Mr a m jones 714 canal st new Orleans la. 

2. Mrs richard baker inn care of oscar wild 14 state street memphis tenn. 

3. Mrs clara davis mentone ala. 

4. The r. d. Knight co richmond va. 

5. The world manufacturing co 18 nassau street new york city. 

6. Mr. howard richardson care of blank bros Jacksonville florida. 

7. Reynolds bros miami florida postofhce box 72. 

8. R g dun and company mercantile agency corner state and prince 
streets Chicago. 

9. Ralph D. quisenberry president southern syrup company montgomery 
alabama. 



LESSON VI 



USE OF CAPITALS 

Employment of Capitals. The rules for the employment of capital letters 
are few and simple, and there is no excuse for errors in their use. Remember 
it is better to use too few rather than too many capitals in your letter writing; 
when in doubt, therefore, use a small letter. 

Rules for the Capitals. The following rules embrace all practical uses of 
capital letters : 

Rule I. The first word of every sentence should begin with a capital. 

Example. — Covetousness is the seed which produces the thief. 

Rule II. The first word of every line of poetry should begin with a 
capital. 



Example. — 



Ah, but a man's reach should exceed his grasp, 

Or what is heaven for ? — Robert Browning. 



Rule III. All proper names (names of particular persons or things) 
should begin with capitals. 

Note — When we say, "That is a boy," by the use of the word "boy" we are not able to 
decide whether it is John, James or William. If, however, we use the sentence, "That is 
John Wilson," we use the particular name of the boy, and not a name which may be applied 
to each one of that class ; therefore, this particular (proper) name should be capitalized. 

Examples. — (a) James A. Garfield was assassinated, (b) Columbus dis- 
covered America, (c) Atlanta secured the meeting of the Young Men's 
Christian Association this year, (d) They will leave the first Tuesday in 
September and will remain in Chicago until next winter. 

Note — The names of seasons should not be capitalized. 

(e) He lives in the South in a little village on the Chattahoochee River, a 
few miles north of Columbus, Ga. 

Note 1 — North, east, south and west, when they signify merely direction, are not capital- 
ized ; but when they indicate a certain section of the country, they should be capitalized. 

Note 2 — The words river, city, street, mountain, etc., are capitalized when they are used 
in connection with their names, as the words "Chattahoochee River" in example "e." 



40 massey's 

Rule IV. All names applying to the Deity should begin with capitals. 

Example. — O Father in heaven, wilt Thou send Thy blessings to this 
people? 

Note — You will observe that the pronouns referring to the Deity also begin with 
capitals. 

Example. — He made the heavens and the earth, and His law should be 
obeyed by those who love Him. 

Rule V. All adjectives derived from proper nouns should be begun with 
capitals. 

Example. — A fleet of the American navy defeated Admiral Cervera's 
fleet, which was the flower of the Spanish navy. 

Note — Where the words derived from proper names have been in use until they have lost 
all association with the proper names from which they are derived, they are not capitalized. 

Rule VI. The words "I" and "O" are always written with capitals. 

Examples. — I would have our conceptions raised by the dignity of thought 
and sublimity of expression, rather than by a train of robes or a plume of 
feathers. — Addison. 

O fatal change ! Become in one sad day 

A senseless corpse ! Inanimated clay. — Pope. 

Rule VII. Names of things personified should begin with capitals. 

Note — The name of an object or animal is personified when it is raised to the level of a 
human being and is made to talk or understand as a person. 

Example. — Tell, O Stone, where thou didst find this moss. 

Rule VIII. Words denoting family relations should be written with 
capitals when they are used with the individual names of the persons ; as, 
Uncle William, Sister Jane, etc. 

Note — Some authors would also use the words father, mother, brother, sister, uncle, aunt, 
etc., with capitals when they are used without a possessive pronoun. They could not possibly 
be so used unless they are considered as proper nouns. 

Rule IX. The first word of every direct quotation should be begun with a 
capital. 

Example. — John said : "He that loveth not his brother whom he hath seen, 
cannot love God whom he hath not seen." 

Rule X. Words of special importance are sometimes capitalized to call 
especial attention to them. 

Rule XL Personal titles, whether they be ordinary titles (Mr., Mrs. and 
Miss), official titles (Col., Pres. and His Excellency), or literary or profes- 
sional titles (Dr., M.A., L.L.D. and Prof.) should be capitalized. 



LESSON VII 



PUNCTUATION 

Punctuation is the separation of sentences and parts of sentences, by means 
of certain marks. 

.The Purpose of punctuation is to facilitate a clear comprehension of the 
sense of written or printed matter. 

The punctuation marks in general use are the period (.), comma (,), ques- 
tion mark (?), exclamation point (!), semicolon (;), colon (:), dash ( — ), 
parenthesis (), brackets [], apostrophe ('), quotation marks (" "). 

The Period 

Rule I. The period is placed at the end of every sentence, unless the 
sentence asks a question or expresses some sudden or strong emotion. 

Examples. — (a) John went to town. 

Note — This sentence asserts a thing as a fact ; therefore, it is followed by the period. 

(b) Shut the door. 

Note — This sentence expresses a command ; therefore, it should be followed by a period. 

Rule II. A period is placed after every abbreviation; as, Ga., Ala., Dec, 
Bu., Pk., etc. 

Rule III. A period is placed after the Roman Numbers; as, I., II., III., 
IV., V., VI., VII., etc. 

Rule IV. The period is placed after every initial ; as, U. S., S. C. Trent, 
J. M. Wilson, The W. C. T. U., Y. M. C. A., etc. 

Rule V. A period should be placed before every decimal fraction when 
expressed in figures, and, when whole numbers and decimals are written 
together, a period is placed between them. 

Example. — (a) A man sold .25 of his farm to J. J. Hendrick at .8535 of 
a dollar per acre, (b) M. M. Wilson bought 5.325 bbls. of flour and sold 
3.238 bbls. How many had he left? 

Rule VI. A period should be used between dollars and cents when 
written in figures; as, $251.34, $72.84, etc. 

The cents so expressed signify hundredths of a dollar. 



42 massey's 

Rule VII. Lines of periods, called "leaders," are used to carry the eye 
from words at the beginning of a line to words of figures at the end of 
the line. 

Example. — Cotton 14 cts. 

Wheat 78 cts. 

Rule VIII. The period should follow numerals, whether Roman or 
Arabic, when used to number paragraphs or lists of items or subjects in the 
same paragraph. However, the period is never used after numerals when 
used in numbering the pages of books, whether they are printed in Roman 
or Arabic. 

Note 1 — Roman numerals are as follows : L, II., III., IV., V., VI., VII., etc., and were 
first used by the Romans. 

Note 2 — Arabic numerals are those in general use. These numerals are so called because 
they were introduced into Europe in the tenth century by the Arabians. The characters used 
in this method are : 1, 2, 3, 4, 5, 6, 7, 8, 9, 0. 

Rule IX. A line of periods is sometimes used instead of asterisks or 
the long dash to denote the intentional omission of letters, words, or sen- 
tences ; as, "Miners who go a thousand feet into the earth . . . are as 
much business men as the few financial magnates who, in a back room, 
corner the money of the world." — W. J. Bryan. 

Exercises 

Punctuate the following sentences, and give reason for using each period : 

1. John sold me his horse 

2. Leave the book on the table 

3. Louis XVIII was king of France after the defeat of Napoleon at 
Waterloo 

4. Mr W J Bryan, who was nominated for the office of Pres of the U S, 
lives in Nebr 

5. That young man is a member of the Y M C A and his sister is secretary 
of the W C T U 

6. A child can get himself nearer the stars, but it is only by putting him- 
self into a certain relation with what is external to him 

7. We will move to Jacksonville, Fla, next winter 

8. Henry VIII was, judged by our present standard of right, a very im- 
moral man 

9. I sold 40 bu corn to my neighbor, A B Jackson 

10. Col Parker of Chicago, 111, one of the most prominent educators in 
the U S of America, delivered a lecture at the meeting of the N E Association 
at Atlanta during the Exposition 

11. Dr. John Evans Waller was employed to examine the recruits for 
the Third Ga Regiment 



LESSON VIII 



PUNCTUATION— Continued 

The Interrogation Point 

Rule I. The interrogation point should follow every question; as, Shall 
we, as American citizens, vote for the wealthy railroad magnates, or for the 
laborer who produces the wealth of the country? 

Rule II. The interrogation point is sometimes used after a word in a 
sentence when the writer intends an opposite meaning from what is expressed. 
It indicates sarcasm when so used, and is usually enclosed by marks of 
parenthesis. 

Examples. — (a) He is a gentleman (?) and desires the votes of all his 
constituents. 

The above sentence indicates that you doubt whether he is a gentleman 
or not. 

(b) He is a noted ( ?) lawyer, and has the confidence ( ?) of the general 
public. 

(c) She is sweet sixteen, (?) and will soon marry. 

(d) He is an honest (?) man. 

Rule III. The interrogation point should be used after each part of a 
sentence that represents or expresses separate questions, if they require 
answers. 

Examples. — (a) How may a verb be conjugated interrogatively? Nega- 
tively? (b) What numbers multiplied together produce 21? 35? 42? 84? 
(c) What is the capital of Alabama? Georgia? Florida? Texas? Louisiana? 
Tennessee? (d) How far is it to Atlanta? Macon? Chicago? 

Rule IV. When a question consists of several parts, and when several 
questions are contained in one sentence, one answer being required, the 
interrogation point is placed only at the end. 

Examples. — (a) Shall we train our boys to love home by making it a 
prison for them, by driving them into the street, by giving them the cold 
shoulder when they thoughtlessly offend us? 

(b) For what are Georgia, Alabama, Mississippi, Louisiana, and Texas 
noted? 

(c) Did you never, in walking in the fields, come across a large flat stone 
which had lain, nobody knows how long, just where you found it, with the 



44 massey's 

s 

grass forming a little hedge, as it were, all around it close to its edges ; and 
have you not, in obedience to a kind feeling that told you it had been lying 
there long enough, insinuated your stick or your foot or your fingers under 
its edge, and turned it over as a housewife turns a cake when she says to 
herself, "It's done brown enough by this time ?" — Holmes. 

Exercises 

Punctuate the following sentences, and give reasons for using each 
interrogation point: 

1. Is it true that Jefferson was opposed to private banks 

2. Where did you put your books 

3. Shall we turn a deaf ear to the poverty-stricken masses Shall we be 
found among those who are willing to stand up for the rights of poor and 
suffering humanity 

4 Is life so dear that it must be bought by enduring oppression by 
smothering our individual opinions by being fawning slaves 

5. Who wrote "David Copperfield" "Ben-Hur" "The Wandering Jew" 
"The House of Seven Gables" 

The Exclamation Point 

Rule I. The exclamation point is used after words, phrases, and clauses 
that express some sudden or strong emotion. 

Examples. — (a) "The traitor ! the ungrateful, insolent traitor !" said Ivan- 
hoe, (b) My father ! My father ! (c) Woe ! Woe ! that moonless midnight ! 
how horrid ! (d) Come back ! come back ! (e) O God ! that bread should be 
so dear, and flesh and blood so cheap ! — Hood. 

Rule II. The exclamation point is sometimes used after a word, phrase 
or clause to express irony, and indicates that the person pretends surprise. In 
such cases it is enclosed in parentheses. 

Example. — The last legislature failed ( !) to pass any important laws. 

Note— By putting the exclamation point after the word "failed," it pretends to express 
surprise that it failed, yet it really means that you are not at all surprised. 

Exercises 

Punctuate the following, and give reasons : 

1. The wolf the wolf is coming 

2. Hush hush she whispered 

3. Explain explain madam he cried in surprise 
And terror and anger enkindled his eyes 

4. Dead O God has it come to this 

5. To arms to arms they come the Greek the Greek 



LESSON IX 



PUNCTUATION— Continued 

The Apostrophe 

Rule I. The apostrophe is used to denote the omission of a letter or let- 
ters, and also the omission of figures. 

Examples. — Acc't is often written instead of account ; am't, instead of 
amount ; bo't, instead of bought ; 'tis, instead of it is ; 'gainst, for against ; ne'er, 
for never; slumb'ring, for slumbering; '23, for 1923. 

Rule II. The apostrophe is used to denote the possessive case of nouns ; 
as, the girl's bonnet, the boy's hat, the man's wife, my father's house. 

Note — When the word denoting possession is singular, that is, signifies only one person 
or object, the possession is indicated by adding the apostrophe and the letter "s." When it is 
plural, that is, signifies more than one, the apostrophe only is added, if the plural ends in "s"; 
otherwise the apostrophe and "s" are added. 

Examples. — The horses' heads, the men's hats, the boys' vests. 

Rule III. Letters, figures, marks and signs are pluralized by adding the 
apostrophe and "s." 

Examples. — (a) See that you cross your t's. (b) Mind your p's and q's. 
(c) Your 6's and 3's are not well made, (d) Your •f's and your — 's are not in 
their proper places, (e) See that you dot your i's. 

Rule IV. The possessive sign is always placed at the end of compound 
or complex nouns to denote the possessive case. 

Examples. — (a) I went to my sister-in-law's house for dinner, (b) I went 
to the Commander-in-Chief's office, (c) She is the chambermaid's sister. 

Rule V. The sign of possession is used after the last of two or more nouns 
that denote common possession ; as Pearce & Bell's store. (This means one 
store belonging to these men jointly.) 

Rule VI. Where two or more nouns precede the name of something pos- 
sessed by each one separately, without any dependence on the other, the pos- 
sessive sign follows each of them; as, Pearce's and Bell's stores. (Each one 
has a store.) 



LESSON X 



PUNCTUATION— Continued 

The Hyphen 

Rule I. The hyphen is used between the parts of compound words. 

Examples. — Money-order, poet-laureate, mail-coach, maid-servant, light- 
house, life-boat, tram-way, scare-crow. 

Note — When a compound word has come into general use, the hyphen should be omitted. 
Tn the word bookkeeper, which is sometimes written with the hyphen, we think that it has 
come into such general use that the hyphen should be omitted ; therefore, we omit it. The 1 hy- 
phen should be omitted in today, tomorrow. It should also be omitted in fiftyfive, thirtysix, 
eightyfour, when the syllables are connected. If they should be written so as to make them 
appear as separate words, the hyphen should be used. The tendency, however, is to drop 
the hyphen, whenever, in reason, it can be dispensed with. Some authors say that the hyphen 
should be used between the parts of compound words when they retain their original accent, 
but this rule cannot be followed safely, as it has too many exceptions. 

Rule II. The hyphen is used to divide words into syllables. This use is 
found principally in spelling books and dictionaries. 

Examples. — Sci-en-tif-ic, pro-por-tion, mis-cal-cu-la-tion. 

Rule III. The hyphen is used to divide a word at the end of a line. That 
Is, in writing or printing, when a line is almost finished and there is place for 
only part of the word, we may write one or more syllables and place a hyphen 
immediately after and write the balance of the word at the beginning of the 
next line. 

Example. — I saw from their actions the friendship existing between mem- 
bers of the party. 

Note — Such words as shipped, whipped, dipped are pronounced as one syllable; therefore, 
they should never be divided at the end of a line. 

Exercise » 

The student will write or copy a full page of work, using the hyphen so 
as to exemplify the different rules for the use of it. 



LETTER WRITING 47 

Quotation Marks 

Rule I. In quoting the exact words of an author or speaker in any written 
production, we should enclose such words in quotation marks. 

Examples. — (a) The speaker said: "When men are as good as they expect 
their wives to be, we may hope to have our laws more strictly enforced." 
(b) The Bible says : "Love your enemies and do good to them that hate you." 

Rule II. When something is thrown in parenthetically so as to divide the 
quotation, each part is enclosed in quotation marks. 

Examples. — (a) "Do not forget," he said, "that your sin will find you out." 
(b) "What doth it profit a man," thus runs the text, ''to gain the whole world 
and lose his own soul?" 

Rule III. Single quotation marks are used to enclose a quotation within 
another quotation. 

Examples. — (a) Speaking to that great audience, he said : "Let us honor 
that man who wrote : 'Poverty cannot exist in a truly civilized country so 
long as enough necessaries of life are produced to give every one a good liv- 
ing.' ' (b) The minister said: "The shortest verse in the Bible is: 'Jesus 
wept.' " (c) The Bishop replied : "Rather let us serve Him who taught us 
to say: 'Our Father who art in heaven.'" (d) Meddlesome Mattie said: 
"I'm sure grandmamma would say, 'Don't meddle with it, dear/ but what 
Barm can there be in such a box as this?" 

Note — The custom of enclosing the names of newspapers in quotation marks when refer- 
ring to them or in addressing letters to them, we think, is without sufficient reason to justify 
the use of the name, except when the name of the newspaper is liable not to be easily 
identified as such. 

Exercise 

The student will now prepare two pages of original work to illustrate the 
use of quotation marks. 



LESSON XI 



PUNCTUATION— Continued 

The Comma 

Rule I. In a series of words all of the same parts of speech, the comma is 
used to separate those words where the connective is omitted. 

Examples. — (a) Energy, intelligence and perseverance are necessary to 
success, (b) The deep, dark ocean rolls peacefully on. (c) The man stood 
looking thoughtfully, earnestly, at the beautiful picture. 

Note 1 — When an adjective modifies both a noun and another adjective, no comma is 
needed ; as, I have a beautiful red rose. The word "beautiful" modifies the two words "red 
rose." 

Note 2 — Many authors use a comma after every one except the last, but this is not 
necessary except where the series of words is composed of proper names of persons and 
begins the sentence; as, John, Anna, and Willie will soon go to visit their uncle. If the comma 
were not placed after Anna, the reader might understand that John was the person addressed 
and that he was being told of the contemplated visit of Anna and Willie to their uncle. 

Rule II. Words of direct address should be set off by commas. 

Examples. — (a) John, shut the door, (b) You should have known better, 
my boy. (c) Mr. President, I rise to a point of order, (d) When you, my 
fellow citizens, stoop to the level of the villain that buys his neighbor's vote, 
you are little better than an American cannibal, (e) Gentleman, why con- 
demn a man whose only crime is that he has had the courage to speak what 
he believes to be for the good of humanity, even when his belief is not in 
accord with public opinion? 

Exercise 

The student will write ten sentences, five of which illustrate Rule I. and 
five Rule II. 

Rule III. Words, phrases and clauses used to explain or identify other 
words should be set off by commas. 

Examples. — (a) Sam Jones, the noted evangelist, preached in Columbus 
last year, (b) Mr. McKinley, the man who was elected to take President 
Cleveland's place, expressed himself as opposed to the spending of so much 
money for the inaugural ball when so many people, citizens of this great com- 
monwealth, are destitute of the real necessities of life, (c) Honesty and en- 
ergy, the two greatest elements of success, were possessed by our teacher, Mr. 
C. P. Zaner. 



LETTER WRITING 49 

Rule IV. Adjective phrases and clauses should be set off by commas when 
they do not restrict, modify or change the meaning of the main part of the 
sentence. In such cases we might say that the adjective phrase or clause is 
thrown in as additional information or as an explanation. If restrictive, they 
should not be set off by commas. 

Examples of non-restrictive clauses. — (a) The Chattahoochee River, which 
rises in the northern part of Georgia, is a navigable stream, (b) Mr. Wilson, 
who was the first violinist I ever saw,, is now dead, (c) Food and water, 
which are essential to life, should be pure, (d) Robert E. Lee, who was one 
of the noblest men the South has ever produced, was loved and honored by 
all. (e) Water, which is composed of oxygen and hydrogen, is necessary to 
life. 

Below we give a restrictive clause: 

Water that is muddy is unhealthful. 

"That is muddy" restricts or limits the meaning of water to a certain kind 
of water; whereas in sentence (e) "which is composed of oxygen and hydro- 
gen" does not limit or restrict its meaning, as all water is composed of oxygen 
and hydrogen. 

Exercise 

The student will prepare five examples for Rule III., and five for Rule IV. 

LESSON XII 



PUNCTUATION— Continued 

The Comma — Continued 

Rule V. Words, phrases and clauses out of their natural order should be 
set off by commas. 

Note — Some authors object to setting off inverted expressions by commas unless they are 
emphatic. 

Examples. — (a) With a firm purpose to succeed, I studied the question day 
and night, (b) Kind words, when spoken at the right time, are sure to accom- 
plish some good, (c) When you see him coming, run quickly and tell your 
father, (d) In due time, I will tell him. 

Rule VI. Words, phrases and clauses when independent, or nearly so, 
should be set off by commas. 

Examples. — (a) Your conduct toward us being so unjust, we must, though 
you promise to do better, refuse to have anything more to do with you. (b) To 
be plain with you, I think you were a little dishonest in the matter. 



50 massey's 

Exercise 

Write five examples for Rules V. and VI. 

Rule VII. When words meaning the same thing are connected by "or," a 
comma should follow each of them. 

Examples. — (a) The body, or the house of the soul, should be well cared 
for. (b) The skull, or the cranium, protects the brain from injury. 

Rule VIII. Words repeated for emphasis should be separated by commas. 

Examples. — (a) Hear ye, hear ye his voice, (b) Lend, lend me your ears. 

Rule IX. Introductory words should be set off by commas. 

Examples. — (a) Well, you may go. (b) Indeed, I did not know it. (c) 
However, I see no reason why you should not continue the plan you have 
already commenced. 

Exercise 

The student will write three sentences illustrating each of the last three 
rules, and be able to give reasons for. punctuating them. 






Rule X. A comma should precede a direct quotation when it is short. 

Example. — Christ said, "Love one another as I have loved you." 

Rule XI. Expressions that are contrasted are separated by commas, if 
the connection is close. 

Examples. — (a) You should work, not shirk, (b) He was weak physically, 
but strong morally. 

Rule XII. All words, phrases and clauses thrown into a sentence for ex- 
planation should be set off by commas. 

Examples. — (a) Napoleon VI., who died at St. Helena, allowed ambition to 
carry him astray, (b) Good thoughts, like sunshine, make us grow better, 
(c) I will not, however, permit him to go. 

Rule XIII. With the exception of dates, figures consisting of four or 
more places are separated by the use of the comma into periods of three fig- 
ures each. 

Exercise 

Write two examples for each of the last four rules in this lesson, and state • 
why you punctuate them as you do. 



LETTER WRITING 51 

Rule XIV. As a rule, no mark of punctuation should be used between the 
subject and predicate. However, when the subject consists of several nouns 
not united by conjunctions, a comma follows each of them, including the last, 
the last comma thereby being placed between the subject and predicate. This 
shows that the nouns composing the subject all bear the same relation to the 
rest of the sentence. 

Example. — Hope, faith, charity, are necessary to the true Christian. 

Note — If the connective "and" were used between the words "faith" and "charity," the 
■comma following the word "hope" is the only one that would be necessary. 

Rule XV. In case a clause is used as subject and ends with a verb and 
the predicate begins with the same verb or one of the same form, a comma is 
placed between them. 

Example. — Whatever is, is right. 

Note — The noun clause used as attribute need not be preceded by the comma, although 
some authors would use it. 

Rule XVI. When a verb is omitted to avoid repetition, a comma should 
take its place. 

Example. — A wise man tries to learn from others ; a fool, to show others 
what he has learned. 

Rule XVII. When two words are connected by a conjunction, the latter 
being modified by some word or phrase that could not possibly modify the 
former, the comma follows the first. 

Example. — The camel drivers laughed, and talked to each other. 



Exercise 

Copy from some book or magazine some short article, punctuate it accord- 
ing to the instruction heretofore given, and give reasons. 



LESSON XIII 



EXERCISE ON PUNCTUATION 

Incorrect Punctuation, like incorrect spelling, is very noticeable in type 
written letters. Careful business men will not tolerate these defects, and nO 
stenographer should hope to make a success as amanuensis, reporter or corre- 
spondent without a knowledge of correct punctuation. The practice at present 
is to use no more marks of punctuation than are really necessary. 

Exercise 

Study the following closely, numbering the punctuation marks used, and 
write out the reason for the use of each : 

"Instances of sectional politics growing out of economic sectionalism are 
to be found in all countries. In Italy, for example, land rent prevails in the 
central provinces and capital in the north. The former provinces, accordingly, 
demand import duties on grain and the latter import duties on manufactured 
products. A sectional conflict has thus arisen which is often compromised for 
the time by an alliance ratified between the two at the consumer's expense. 
And the same is true of Austria, where different forms of revenue prevail in 
the different provinces. There the principal contest occurs between agricultural 
and industrial proprietors, but conflicts are also of frequent occurrence among 
the different industrial classes. Thus, for example, the moment the manufac- 
turers of spinning machinery obtained protective rights, the owners of spin 
ning mills considered themselves injured, and demanded import duties on 
yarns, etc. In these bitter sectional disputes lies the strength of the Austrian 
monarchy, for it is thus enabled to rule more easily over a population whose 
economic interests are divided." — Achillc Loria, "Economic Foundations of 
Society/' 

Second Exercise 

Write out the reason for the use of each punctuation mark in the following 
selection ; then write a short discussion on the "Value of Punctuation to the 
Business Man." Punctuate it carefully and hand it in to the teacher for cor- 
rection. 

"Of Spencer's well known doctrine, we have also something to say. Ac- 
cording to his theory, we have first to conceive of an ideal morality based upon 
the final utility of individual acts, which will assure the survival of the fittest 
and lead to perfect social happiness. But this moral system is only to be 
realized after a long evolution of the human mind, and as the last stage in a 
series of temporal experiments with the influences exerted by human actions 
in producing happiness." — Achille Loria, "Economic Foundations of Society" 



LESSON XIV 



PUNCTUATION— Continued 
The Semicolon 

Rule I. Use the semicolon between serial phrases or clauses having a 
common dependence upon what precedes or follows. A dash, comma or colon 
should be used to separate the dependent phrases or clauses from the part 
upon which they depend. 

Examples. — (a) To be courteous to every one, regardless of what position 
he may hold ; to be true to one's self, as well as to others ; to be honest in all 
things, even if one lose by it, are qualities a good business man should possess, 
(b) Purity of style forbids us to use : First, foreign words ; second, obsolete 
words ; third, provincialisms. 

Rule II. Use the semicolon before "as," to wit," "namely," "i. e." and 
"that is" when they introduce examples or illustrations. In such cases the 
comma should follow ' as," "to wit," etc. 

Examples. — (a) Some languages are very difficult to learn; as, Russian, 
Chinese, English, (b) All parts of a plant are reduced to four ; namely, root, 
bud, stem, leaf. 

Rule III. When we have several short sentences following one another 
and slightly connected in sense, they should be separated by semicolons. 

Examples. — (a) The rain fell ; the wind blew ; the sea rolled ; the storm 
was on us in all of its fury, (b) He is poor perhaps ; his plans have been 
defeated; he finds it difficult to secure the bare necessaries of life; he is taken 
down with a fever ; his earnings are soon exhausted ; he fails to pay his rent ; 
he is turned out into the street. 

Xote — When the conjunction "and" is used between the last two short sentences of a 
series the comma is sometimes used between the others instead of the semicolon. 

Rule IV. A semicolon is placed between the main divisions of a sentence 
when they are divisible by the comma into smaller portions. 

Examples. — (a) It may cost treasure, and it may cost blood ; but it will 
stand, and it will richly compensate for both, (b) Character is not formed, as 
some may suppose, by wearing good clothes ; but by the little every day 
thoughts and desires, and by our actions, (c) Be respectful, not cringing, to 
those about you ; be congenial, not too familiar, with your associates ; be kind, 
not overbearing, to those below you. 

Rule V. Clauses united by any one of the connectives, for, but, and, or 
similar words, one clause complete in itself, and the other added as an infer- 
ence, contrast or explanation, are separated by the semicolon. (If dependent 
clauses are closely connected, use the comma.) 



54 massey's 

Example. — (a) Every one cannot acquire riches; but every one has the 
power within himself to become richer still — to work for the good of his 
fellowman. (b) Never do things by halves ; for your work, like sin, will find 
you out. (c) Humanity loves freedom ; and the highest type of freedom is to 
be free to think for yourself and speak your opinions without fear or favor. 



Exercise 

lent will bring to the 
above rules. 



The student will bring to the class one sentence illustrating each of the 



LESSON XV 



EXERCISE ON PUNCTUATION 

Study Carefully the following selection, writing out the reasons for the 
use of the punctuation marks : 

"I was traveling in the empire of the Ottomans and through those prov- 
inces which were anciently the kingdoms of Egypt and Syria." 

"My whole attention bent on whatever concerns the happiness of man in a 
social state, I visited cities and studied the manners of their inhabitants; 
entered palaces and observed the conduct of those who govern; wandered 
over the fields and examined the condition of those who cultivate them ; and 
nowhere perceiving aught but robbery and devastation, tyranny and 
wretchedness, my heart was oppressed with sorrow and indignation. 

"I saw daily on my road fields abandoned, villages deserted, and cities in 
ruin. Often I met with ancient monuments, wrecks of temples, palaces, and 
fortresses; columns, aqueducts and tombs; and this spectacle led me to medi- 
tate on times past, and filled my mind with serious and profound contempla- 
tion. 

"Every day I visited some of the monuments which covered the plain, and 
one evening, absorbed in reflection, I had advanced to the Valley of Sep- 
ulchers. I ascended the heights which surrounded it and from whence the 
eye commands the whole group of ruins, and the immensity of the desert. The 
sun had just sunk below the horizon ; a red border of light still marked his 
track behind the distant mountain of Syria; the full moon was rising in the 
east on a blue ground over the plains of the Euphrates ; the sky was clear, the 
air calm and serene; the dying lamp of day still softened the horrors of ap- 
proaching darkness; the refreshing breeze of night attempered the sultry 
emanations from the heated earth ; the herdsmen had led the camels to their 
stalls ; the eye perceived no motion on the dusky and uniform plain ; profound 
silence rested on the desert ; the howlings only of the jackal and the solemn 



LETTER WRITING 55 

notes of the bird of night were heard at distant intervals. . . . The aspect 
of a great city deserted, the memory of times past, compared with its present 
state, all elevated my mind to high contemplations. I sat on the shaft of a 
column and there, my elbow reposing on my knee, and head reclining on my 
hand, my eyes fixed, sometimes on the desert, sometimes on the ruins, I fell 
into a profound reverie." — Volney, "The Ruins!' 



LESSON XVI 



PUNCTUATION— Continued 

The Colon 

Rule I. The colon is used before anything that is introduced in a formal 
manner. The words that precede the colon in such cases are "thus," "as 
follows," or words of a similar nature. 

Note — The comma is sometimes used when a short quotation is introduced. 

Examples. — (a) He spoke thus : "I have come here for the purpose of 
capturing the desperado, and I am determined to succeed." (b) Please ship 
me by fast freight the following: 

10 bbls. Fancy Flour, 
4 boxes Soda Crackers. 

(c) His closing remarks were these : "Study these problems of political 
economy until you, fellow citizens, are able to cope with them." (d) John 
Stuart Mill said : "It is a question if all the mechanical inventions yet made 
have lightened the day's toil of human being." (e) John Ruskin has written 
in this melancholy strain : "Though England is deafened with spinning 
wheels, her people are not clothed ; though she is black with the digging of 
coal, her people die with cold ; though she has sold her soul for grain, they die 
of hunger." 

Rule II. The colon should be used between the parts of long sentences 
when one or both of these parts are subdivided by the semicolon. 

Example. — Before the Civil War, black men sold for many hundreds of 
dollars each ; today, white men, if placed on an auction block, would not bring 
pennies where the blacks brought dollars : but many people still contend that 
inventions are a benefit to humanity. — Commonwealth. 

Rule III. A colon should follow a clause that is complete in itself, and is 
immediately followed, without the use of a connective, by some remark, infer- 
ence or illustration. If the conjunction is expressed, use the semicolon as 
given in Rule V. 



56 massey's 

Examples. — (a) We should care well for the bodies God has given us : we 
have but one life in which to care for them, (b) Live lives of honesty : it is 
better to^die in want than to live at the expense of the lives of fellow human 
being's, (c) We love and believe only partially till we know thoroughly. 
Grant that longer acquaintance reveals weakness : it also reveals strength 
and awakens sympathy. 

Rule IV. A colon is used between hours and minutes in writing the time 
of day in figures ; as, School begins at 8 :30 in the morning. 

Exercise 

The student will take the examples given under the different rules in this 
lesson and justify the punctuation. He will also bring to the class one 
example under each rule. 



LESSON XVII 



PUNCTUATION— Continued 
The Dash 

Rule I. The dash is used to denote a sudden abrupt break in a sentence, 
or to denote that the sentence is abruptly interrupted or broken off without 
being finished. 

Examples. — (a) The boy said, "I would have gone as you told me but" — 
"There is no need to make excuses," said the teacher, (b) Then I sat and 
dreamed of home and the happy days of my childhood and — but here comes 
my husband, and I must go to meet him. 

Rule II. The dash is used when the thought is suspended, and then taken 
up after a short interruption. i 

Examples. — (a) Men will wrangle for religion, write for it, fight for it 
anything but — live for it. — Wilson s "Treatise on Punctuation/' (b) There are 
three wicks to the lamp of a man's life — brain, blood and breath, (c) We 
should manage our fortune as we do our health — enjoy it when good, be 
patient when it is bad, and never apply violent remedies except in an extreme 
necessity. 

Rule III. The dash is used to denote a sudden change in the sentiment 
from the serious to the humorous or ridiculous. ' 

Example. — There were the children playing in the road, full of life, full of 
love, full of good humor, and— full of mud. 



LETTER WRITING 57 

Rule IV. In a dialogue where the questions and answers follow one 
another in the same paragraph, they should be separated by the dash, al- 
though this does not interfere with the question mark, the period or exclama- 
tion mark following them when the sense demands it. 

Example. — "Did a man pass this place on a white horse a few moments 
ago?"— "Yes."— "Alone?"— "No."— "With whom?"— "With John Wynn." 

Rule V. When the heading of a paragraph is put on the same line with 
the subject matter, it is followed by a period and a dash. 

In Baker's "Natural Philosophy" we find the following paragraph, which 
will explain the above rule : 

Height of a Water Jet. — A jet of water will not rise to the level of the 
water supply in it on account of the friction against the aperture through 
which it escapes and the resistance of the air and returning drops. 

Rule VI. If an author's name appears at the end of a selection or para- 
graph, it is preceded by the dash ; also, the dash precedes the name of the 
production when it follows the quotation. 

Example. — 

O Love ! In such a wilderness as this, 

Where transport and security entwine, 
Here is the empire of thy perfect bliss, 

And here thou art a god indeed divine. 

— Thomas Campbell — ''Gertrude of Wyoming." 

Rule VII. The dash is sometimes used to denote the omission of figures, 
letters or words. 

Example. — He was born in the town of B in the year 18 — in the 

month of June. 

Rule VIII. The dash sometimes takes the place of the marks of paren- 
thesis. 

•Example. — McClingan — the great and good Wary McClingan — came out 
of his room presently and saw my plight. — "Ebcn Holden." 



The Caret 

This mark, which is an inverted v-shaped character, is used to denote the 
unintentional omission of something. That which is omitted is written 
immediately above. 



LESSON XVIII 



EXERCISE ON PUNCTUATION 

Give Reasons for the marks of punctuation used in the following: 

"Poverty is a curse which aggravates every affliction that visits mankind. 
In sickness, its presence makes a home a den of wretchedness; in death, a 
chamber of ghastly horror ; in sorrow, a waste of utter desolation. It robs 
love of its sweetness and tears asunder the dearest ties of humanity. It 
blights young, warm, joyous life, withers youth, and mocks old age. In 
storm and cold, in heat and drought, they with whom poverty dwells must 
suffer a hundredfold. When a torrid flood poured over the land, it was the 
children of the poor who gasped away their lives in agony, and mothers who 
went mad and died. Yet it is so useless, so unnecessary. The bounteous earth 
never bade it come; it is but a hideous specter, conjured up by man's inhu- 
manity to man." — Industrial Advocate. 

Justify Punctuation as in last lesson. 

"Every one who spares you is not your friend," said Augustine, "nor every 
one who smites you your enemy: it is better to love with fidelity than to 
deceive with good nature." — Orison Szvett Madden, Author of "Success" 

"Might I give counsel to any young man, I would say to him, try to 
frequent the company of your betters. In books and in life, that is the most 
wholesome society. Learn to admire rightly : the great pleasure of life is that. 
Note what great men admire. They admire great things : narrow spirits 
admire basely and worship meanly." — W. M. Thackeray. 

Justify Punctuation of the following: 

Anger and Weakness 

"The man who gives way to anger in his own behalf is pretty sure to be a 
weak character. He who is thrown into an ungovernable passion when things 
do not turn out as he hoped they would thereby shows that he is not equal to 
the situation. His exhibition of anger is an unconscious confession of his 
personal weakness. The strong, brave man looks the disappointment in the 
face and is calm. He expects to surmount the obstacles before him and to 
recover himself out of his misfortune. But the man who storms and raves 
thereby makes it evident that he lacks confidence in himself, and that he can 
only vainly talk against the circumstances which he ieels unable to master." 



LESSON XIX 



EXERCISE ON PUNCTUATION 

Give Reasons for punctuation marks used in the following : 

"Fate itself has to concede a great many things to the cheerful man." The 
man who persistently faces the sun so that all shadows fall behind him, the 
man who keeps his machinery well lubricated with love and good cheer, can 
withstand the hard jolts and disappointments of life infinitely better than the 
man who always looks at the dark side. A man who loves shadow, who 
dwells forever in the gloom — a pessimistic man — has very little power in the 
world as compared with a bright, sunny soul. 

The world makes way for the cheerful man; all doors fly open to him who 
radiates sunshine. He does not need any introduction ; like the sunlight, he is 
welcome everywhere. 

A cheerful disposition is not only a power — it is also a great health tonic. 
A depressed mind makes the system more susceptible to disease ; encourages 
its development because it kills the power of resistance. A cheerful soul can 
resist disease, and it is well known among physicians that there is a greater 
chance for recovery from exhaustive disease of a bright, sunny soul than of a 
gloomy, despondent one. "Cheerfulness is health ; melancholy, disease." Gloom 
and depression feed disease and hasten its development. — Success. 

Suffering becomes beautiful when one bears great calamities with cheer- 
fulness, not through insensibility, but through greatness of mind. — Aristotle. 

Justify the Punctuation in the following articles : 

"When the whole earth, in chains and silence, bowed the neck before its 
tyrants, you had already proclaimed the truths which they abhor and, con- 
founding the dust of the king with that of the meanest slave, had announced 
to man the sacred dogma of equality." — Volney. 

The Steamboat in Five Sections 

The Pontonier, eighty feet long, eighteen beam, displacement seventy-two 
tons, first steamboat of her kind, was built by the United States government 
at a cost of $15,000. She is an experiment. Flat-bottomed, steel throughout, 
made in five parts, which have a self-locking arrangement, and when put 
together make a hull. When the steel deck is put in place, each section be- 
comes a water-tight box. The bow section carries the anchor "layout," a 
derrick, store and chain lockers. The next section houses the cargo and 
twenty men. The third section holds the boiler, the coal bunker (thirteen 
tons), and part of the water ; and the pilot-house is on top. The fourth section 



60 massey's 

contains the engine and the officers' quarters. Such a boat can be shipped on 
a transport, floated in sections, and quickly set to work carrying men, provi- 
sions or war material from the transports. — Everybody's Magazine. 

A Tale of Two Cities 

The cost of a sea-level Panama Canal is estimated at $230,500,000. Notice 
the look of good faith and scrupulous accuracy given by that extra $500,000, 
and a tidy sum the whole makes. Yet how little that is for the United States, 
when you consider what Chicago and New York are doing or are soon to do in 
the engineering line ! The Chicago freight subway is to be enlarged at a cost 
of between fifty and a hundred millions ; and two hundred millions more are 
to be spent on railroad improvements in Chicago. New York's projected sub- 
ways will cost $250,000,000; the Pennsylvania Railroad's tunnels and termin- 
als, $50,000,000; the Grand Central Station and the electrical equipment of the 
Central lines coming into the city, $45,000,000; new bridges, $36,500,000, and 
so on. Say $450,000,000 for New York's engineering works and $250,000,000 
for Chicago's; and new ones will be begun before these are finished. These 
cities easily outgrow the National government in the matter of great engi- 
neering enterprises. — Everybody's Magazine. 

LESSON XX 



ENCLOSURES AND MISCELLANEOUS 

Enclosures. — It is often necessary to enclose articles in a letter. In every 
such case it should be stated in the letter that the articles are enclosed. 

It is best not to enclose money in a letter ; but if it should be found neces- 
sary to do so, place it in a small envelope, and seal it and attach the small 
envelope to the inside of the letter with a fastener of some kind. Coins may 
be sent in cards having holes of the proper size cut into them to receive the 
coin, and the card folded in the letter. 

Stamps should be attached to the letter by a small clip ; or if a number 
Of them should be sent, it would be best to enclose them in a small envelope 
as instructed in the preceding paragraph. 

Commercial papers should be attached to letters by means of paper fasten- 
ers and folded in with the letters as they are folded. 

Samples of goods should be attached to the letter in the same manner as 
commercial papers. 

If possible, place enclosures in envelopes so as to maintain the smoothness 
and evenness of the envelopes. 



LETTER WRITING 61 

Exercises 

1. Write to Loveman, Joseph & Loeb, Birmingham, Ala., and give an 
order for two pieces of goods. Enclose samples. 

2. You owe D. C. Cornwall, Durham, N. C, two hundred and fifty-five 
dollars. Send him your check for the amount. 

3. Write to Joshua Adams, Vandalia, 111., and enclose a deed to some 
property you have recently sold him. A piece of paper 8^x14 inches may be 
used to represent the deed. 

4. Write to the Cohen Company, Richomond, Va., enclosing your check 
for $50, to apply on account. 

5. Write to the Virginia Trust Co., Richmond, Va., enclosing postoffice 
money-order for $78.10, with the request that the amount be placed to your 
credit. 

6. Write to the Frank Tennile Furniture Co., 117 Commerce Street, Mont- 
gomery, Ala., enclosing an order on E. G. Fowler for $75, to apply in payment 
for furniture recently purchased by you. 

7. Write an order to the Magnolia Coffee Co., Houston, Tex., for 100 lbs. 
of its fancy blend Wamba Coffee. Enclose a sight draft on Foley Bros., 
Houston, for $48. 

8. Write a letter to Warren L. Morrison, Tuscaloosa, Ala., enclosing a 
draft drawn by the First National Bank of your place upon the Chemical 
National Bank of New York for $300.00 in settlement of account. Write the 
draft made to your order and endorsed by you to Warren L. Morrison. 



FOLDING A LETTER IN WHICH A NOTE IS ENCLOSED 



!\ 




LETTER WRITING 



63 



ALL NEGOTIABLE PAPERS SHOULD BE PROPERLY ENDORSED BEFORE THEY ARE SENT 
OR DELIVERED TO OTHERS TO BE APPLIED ON ACCOUNT 




2^ ^Ss /.S^J^A *c , J9 



'^W^> , g 9 6Z^ 




Cashier - 



FORM OF INVOICE USED BY WHOLESALE GROCERS 




64 massey's 

Forwarding Mail. — All mail matter on which first-class rates of postage 
are paid will be forwarded to the addressee from one postoffice to another until 
it is delivered to him without further payment of postage. Mail matter of 
second, third and fourth classes will not be forwarded unless postage at the 
full rate is paid each time it is forwarded. 

To forward mail a line should be drawn through the original address, and 
the proper address written in the most convenient place near the original 
address. 



Special Delivery. — It is sometimes desired that a letter be sent and deliv- 
ered without delay. This may be accomplished by attaching a special delivery 
stamp, which costs ten cents. Postage stamps to the full amount of the 
postage must be attached in addition, as the special delivery stamp does not 
pay postage. A letter bearing such a stamp will be sent to the addressee by 
special messenger as soon as it arrives at the postoffice of its destination. 



How to Prevent the Delivery of a Letter. — A letter may be mailed which 
the writer wishes to prevent being delivered. The writer can recover the 
letter before it is sent from the postoffice in which it is mailed by giving 
a full description of it to the postmaster ; but after it is sent out, he must 
deposit with the postmaster a sufficient sum of money to pay for telegrams 
and any other expenses that may be incurred in informing the postmaster 
at the office of the letter's destination not to deliver the letter but to return it. 



Self-Addressed and Stamped Envelopes. — If the writer of a letter asks his 
correspondent for information, or to do him a favor, and neither is of the 
least benefit to the correspondent, the writer should enclose with his request 
a self-addressed and stamped envelope. 

Registered Mail. — Mail matter may be registered to insure so far as possible 
its safe delivery, or sometimes for the purpose of knowing whether or not 
it is delivered to the proper person. The registry fee is ten cents, which must 
be paid by affixing the ordinary postage stamps to the amount of ten cents. 
The registry fee does not cover the postage ; therefore the letter or package 
must have stamps affixed equal to the ordinary postage on such matter in 
addition to the registry fee. Before a registered letter is delivered, the 
addressee or his agent must sign a receipt for it. The receipt is returned to 
the writer of the letter. If the writer desires that no one be allowed to 
receipt for the letter but the addressee, he should write on the package: 
"Deliver only to addressee." All mail to be registered must bear on the 
envelope or the wrapper the name and address of the sender. 



LETTER WRITING 65 

Exercises 

1 Write the abbreviation for your State and the abbreviations for all 
States that touch it. 

2. The names of which States and territories should not be abbreviated? 

3. Mention different methods of enclosing articles in letters. 

4. How should mail matter be forwarded to one who has changed his 
address? 

5. Should additional postage be paid when such matter is forwarded? 

6. How should a special delivery letter be stamped? 

LESSON XXI 



LETTERS OF RECOMMENDATION AND INTRODUCTION 

A Letter of Recommendation is written for the purpose of assisting an 
individual to secure the consideration of an application for employment, or 
the entertainment of a business proposition by the one to whom the letter 
is addressed. Such a letter is usually enclosed in an unsealed envelope and 
placed in the hand of the party in whose behalf it is written, to be delivered 
by him in person to the addressee. 

Such a letter should be written only by one in a position to recommend 
and whose recommendation would be seriously considered by the party to 
whom it is addressed. 

Who Should Write Letters of Recommendation? — Employers, well-known 
business men, or teachers in case of young men just out of school, are proper 
persons to write letters of recommendation for those seeking employment. 
A relative or a very young man not actively engaged in business should not 
write a letter of recommendation. A plain statement of the qualifications of 
the one in whose favor the letter is written should be made. Some persons 
are so anxious for the success of their friends that in writing a letter of 
recommendation for them the good qualities are stated in such a manner as 
to be fulsome, and the effect often prejudices the recipient of the letter against 
the one whom it was intended to benefit. 

Do not recommend an unworthy person, strangers, or persons not well 
known. 

Letters of recommendation are addressed to individuals by name or to the 
general public as follows : 

"To Whom It May Concern :" 

No complimentary close is required. 



66 massey's 

FORM 

LETTER OF RECOMMENDATION. 

To Whom It May Concern: 

The bearer, Mr. Amos B. Means, has been with our firm during the last fifteen years. 
He began as errand boy, and when he voluntarily severed his connection with the firm he 
held the very responsible position of head bookkeeper and general office manager. His ad- 
vancement was gradual, and each promotion was well earned. We regret that Mr. Means 
found it necessary to resign his position with us, owing to his having been appointed 
receiver for a bankrupt corporation. 

He is systematic, efficient, progressive, and, above all, faithful to his duty. He contem- 
plates going to the Western States to seek employment when the affairs of the receivership 
are terminated. 

We unhesitatingly commend him to any one desiring to employ a man of more than 
ordinary ability to fill a position of trust. Parsons Bros. & Co. 



Exercises 

1. Your clerk, C. H. Harris, who has been with you four years, is going 
to St. Louis, Mo., to try to secure employment with the firm of F. P. Joy 
& Co. Write a letter of recommendation to be delivered to Mr. Joy. 

2. James Green, a young man you have known from childhood, is going 
to the far West to secure employment. Write a general letter of recom- 
mendation. 

3. You have kept the books for the firm of W. A. Stubblefield & Co., 
grocers, eight years. The firm has sold its business, and you are obliged to 
seek employment elsewhere. You have been prompt, efficient, and have the 
good will of all with whom you have business dealings. Write such a letter 
of recommendation for yourself as you would want Mr. Stubblefield to write 
for you. 

4. An acquaintance of yours has just come to town, and desires to open 
a retail grocery. Write a letter for him introducing to Messrs. McClean 
& Co., with whom you are acquainted, recommending him to them, and asking 
them to supply him with goods on credit. Give reasons why your friend is 
not able to pay cash at present. Do not become personally responsible to 
McClean & Co. for your friend's account. 



LETTER WRITING 67 

LETTERS OF INTRODUCTION 

Letters of Introduction are written for both business and social purposes. 
Their object is to make the meeting between two strangers free of the 
constraint that is usual on such occasions. Such letters are usually presented 
personally to the addressee by the party introduced. Etiquette prescribes 
the manner in which letters of introduction are to be delivered if they are for 
purely social purposes. The composition should in most cases be more or 
less formal and dignified ; but the relations of the writer to the addressee and 
the party introduced should determine the measure of familiarity that may 
be used. 

SUPERSCRIPTION OF ENVELOPE FOR A LETTER OF INTRODUCTION 



Prof. T. T. 


Kincheloe, 






Richmond, 


Va. 


Introducing 






Mr. R. D. Rich. 







The parts are arranged as in other letters, and the envelope should be 
addressed the same. On the lower left-hand corner of the envelope should be 
added the phrase : "Introducing Mr. ." 

Personal Knowledge. Never write a letter of introduction unless you 
have personal knowledge of the person introduced. A letter of recommenda- 
tion is in a large measure a letter of endorsement. Be sincere in your state- 
ments as you have no moral right to introduce a person unless you know him 
to be reliable and trustworthy. It is a rule of many business firms not to 
give letters of introduction or endorsement under any circumstances. 

Do Not Seal Letters of Introduction. Usually a letter of introduction is 
delivered in person by the one introduced. To seal the letter, therefore, 
would be discourteous and would imply that there was something uncom- 
plimentary in the letter. 

Letters of introduction should be acknowledged by the recipient. 



6& massey's 

FORMS OF LETTERS OF INTRODUCTION 

Baltimore, Md., July 8, 1923, 

Mr. A. L. Mills, 
Sorento, 111. 

Friend Logan: 

When this is presented, take the hand 
of my old friend, L. H. Durling, with a warm, 
hearty grasp, that will make him know and under- 
stand you as I do. He will be in a land among 
strangers; take him to your home, and I assure you 
that you will find a friend possessing all the 
qualities you admire. 

Yours truly, 

G. H. Graff. 



Canton, Ohio, Aug. 14, 1924. 

Messrs. A. V. Hamilton & Co., 
Hannibal, Mo. . 

Gentlemen: 

This will introduce to you Mr. A. C. 
Wear, a young man who has been employed by us as 
manager of our machine shops during the past 
five years. 

Mr. Wear seeks employment in the West, 
and we shall thank you for any efforts you may make 
in his behalf. 

Yours truly, 

F. G. Salter & Co. 



LETTER WRITING 69 

Exercises 

1. Your young friend, Charles Ogden, is leaving home to attend the 
Massey Business College. You have attended the school, and, knowing that 
the teachers will be pleased to know Mr. Ogden as your friend, send a letter 
of introduction to the principal by him. 

2. A. W. Mitchell, a young man of great integrity, but possessing little 
means, has invented a rotary engine that has been highly commended by 
mechanics competent to judge of its merits. The engine will effect great 
saving in fuel and space. Mr. Mitchell wishes to bring his invention to the 
attention of the Altman Manufacturing Company, of Mansfield, Ohio, and 
make a proposition to them looking to their furnishing the money and manu- 
facturing the engine. You know both the firm and Mr. Mitchell. Write 
a letter of introduction for him. 

3. Write a letter to John H, White & Co., Selma, Ala., commending 
William H. Browning, who has been in your service during the last two 
years, and who has proved himself a thoroughly competent bookkeeper and 
correspondent as well as a man of excellent business judgment. He leaves 
you owing to a change in the proprietorship of your business. 

4. Write a letter to the manager of the Great Western Type Foundry, 
Chicago, 111., introducing your friend Mr. James H. Fields, who has been 
connected with the Morning Herald of your city for several years, and is 
about to open a general printing establishment in Richmond, Va. 



LESSON XXII 



APPLYING FOR A POSITION 

Your Letter of Application should be a brief, businesslike statement of 
your qualifications, your education, and your experience, if you have had 
any. If you have had no experience as a stenographer, you must try to 
state your qualifications and business training so clearly that your prospective 
employer will form a correct idea of your fitness for the position. Here are 
a few general suggestions that will help you in formulating a good letter of 
application: 

1. Write your letter of application yourself. 

2. Be sure that the form of the letter is faultless ; that the structure of 
the sentences, the spelling, the punctuation, and capitalization are correct. 

3. Make your letter mechanically perfect — that is, it should have nothing 
in it that detracts from its appearance. 

4. Give the names of references and enclose copies of any letters of 
recommendation that you may have. You can make each of these letters 
an advertisement of your ability as a stenographer by the neat form and 
artistic appearance. 

5. Tell what you can do briefly and then stop. Some letter writers never 
know when to stop. They talk themselves into a job and then talk themselves 
right out again. 

6. In answering an advertisement, pay close attention to the wording. 
Be sure that you answer all questions put in the advertisement. Promptness 
in replying often puts you ahead of the others. 

7. Don't crowd all of your information into one paragraph. Short, 
businesslike sentences will make your letter stronger. 

8. Don't write a long letter. It takes a very interesting writer to hold 
the attention of a busy business man. 

Answering Advertisements. It is customary with many business firms, 
when needing office employees, to advertise for them. Sometimes initials 
or numbers are signed to the advertisement instead of the firm name. The 
purpose of this is to conceal the identity of the firm, except in such instances 
as where a personal interview is desired. 



LETTER WRITING 71 

Testimonials. In applying for a position always submit copies of any 
testimonials or letters of recommendation which you may have. It is well, 
also, to give in your letter of application, references as to your competency 
and reliability. Do not over-state your qualifications, for if given employ- 
ment, this would probably result in disappointment and loss of position. 
On the other hand, if you are qualified for the position you seek, have 
confidence in yourself and state plainly the facts. Your success in securing 
the place may depend upon slight extra trouble on your part in writing 
the letter. 

Penmanship. The writer's letter of application is often the only evidence 
of his fitness for the position. Care therefore should be taken in the writing 
of the application. The penmanship should be neat, legible and plain. No 
flourishing or ornamental penmanship should be used. In the advertisements 
of business men for employees, they frequently state 'Apply in your own 
handwriting," showing the importance that business men place upon good 
penmanship. 

Typewritten Application. If your application is written on a typewriter 
be careful to write a neat letter, one without erasures or corrections of any 
kind. If you strike one letter over another or make any kind of error rewrite 
the letter. If the position you are applying for is an important one you will 
be almost sure to fail in securing it, unless your letter of application is 
carefully written. 

Be sure to sign your letter with pen and ink. 



FORM OF LETTER OF APPLICATION 

You may desire to apply for a position with a firm that has not advertised. 
Most firms are glad to consider applications of good stenographers at any 
time. The following letter will give you an idea of what you should in- 
corporate in such an application : 



Richmond, Va., July 27, 1924. 

Henderson Brick Co., 
Richmond, Va. 

Gentlemen: 

I am a stenographer and wish to better my present position. I am writing you because 
I believe my services will be valuable to you, and that any salary paid me will prove an 
investment for your house. 



72 massey's 

My qualifications, briefly, are as follows : Rapidity and accuracy, both in taking dictation 
and in typing; thoroughness in every department of my work; an appreciation of what is 
necessary in this particular line, with integrity and quickness in its execution. 

My experience consists of [here state what you have done in the past to qualify you 
for the position]. I enclose copies of letters and addresses of references. If you have a 
vacancy at the present time, will you kindly give me a trial? If you have no vacancy, please 
file my application for future use. 

Trusting that my qualifications will appeal to you, and assuring you that if given a 
trial I will put forth my best efforts and strive to make my work satisfactory, I am, 

Very truly yours, . 



ANOTHER FORM OF LETTER OF APPLICATION 



Advertisement 



Birmingham, Ala, , 
August 7, 1923. 



Gentlemen 



Replying to the above advertisement 
appearing in today's issue of the Birmingham News, 
I desire to place with you my application for the 
position. I have, within the last few months, 
completed a course of study in the stenographic 
department of the Massey Business College of this 
city, and feel confident of my ability to render 
efficient service. 

I would respectfully refer you to the 
above-named school, and shall be pleased to have 
you communicate with the principal, either by 
letter or telephone (Main 512), and he will answer 
any inquiries made. 

Trusting that my letter may receive favor- 
able consideration at your hands, and that you will 
be kind enough to grant me a personal inverview, 
I am, 

Yours truly, 



LETTER WRITING 73 

Exercises 

1. Apply to Herndon & Phillips, hardware merchants, of 208 Front 
Street, Mobile, Ala., for a position as bookkeeper. You have had five years' 
experience as head bookkeeper for the Mayberry Hardware Company, of 
this city, and left the firm when it was merged with the Gray-Dudley Hard- 
ware Company, of Nashville. You left because the head bookkeeper of the 
Gray-Dudley firm became head bookkeeper after the consolidation, and you 
thought you should have retained the place. 

2. Apply to Jones & Brown, coal dealers, of Tuscaloosa, Ala., for a position 
as assistant bookkeeper in their office. You have had no experience, but 
have recently graduated from the Massey Business College of this city. 
Give references. 

3. Apply to T. H. Molton, of 121 North Nineteenth Street, this city, for 
a position as collector. You were formerly collector for H. M. Evans & Co., 
commission merchants, and hold a strong testimonial from that firm. Enclose 
copy of testimonial in your letter. 

4. Adams Business College, at Staunton, Mo., want some one to teach 
the commercial branches and penmanship. Apply for the place, giving 
qualifications and experience. 

5. You want a position as clerk in the First National Bank of Johnstown, 
Pa. You have learned through Mr. A. C. Welch, of that place, that there is 
a vacancy in the bank. Give your present employer and two business men 
who live in Johnstown as reference. 

6. Apply to E. V. Buchanan, of Reidsville, Miss., for a position as 
manager of his plantation. 

7. You have been a stenographer for some years in the law office of 
Hammond & Carron, and have done considerable court reporting for the 
firm. Write a letter to J. C. Barber, official court reporter for the First 
District of this State, applying for a position as his assistant. 

8. You are now in the dry goods business in Adamsbury, and have a good 
business; but, desiring to go to the city, you propose to L. M. Kelchner, of 
this place, to form a partnership with him. He has a very large dry goods 
business in this city. You wish to continue the store in Adamsbury as a 
branch store and put your chief clerk in charge. Write Mr. Kelchner a 
letter suggesting the formation of such a partnership, and outline the prop- 
osition you wish to make. 

9. You have just passed an examination, and have been granted a license 
as a prescription clerk. Write to the Doster-Northington Drug Company, 
of Birmingham, Ala., and apply for a position as prescription clerk in their 
store. 

10. Write to the school board at Jonesboro, Ky., and apply for a position 
as teacher for the coming winter term in the Jonesboro public school. 



74 massey's 

11. Write appropriate answers to the following advertisements. Write 
references to be enclosed in the letter if they be required : 

WANTED— A stenographer ; must write a good hand and be able to spell correctly ; a young 
man preferred ; state experience, age, married, or single. Address L. C. C. Co., Coleanor, 
Ala. jy30-3t 

WANTED— Principal to teach school at Graysville, Ala. Address W. M. Nelson, Adairs- 
ville, Ala., R. F. D. No. 1. jy28-3t 

WANTED — Saleslady for ready-made suit department; experience; first-class reference re- 
quired. A. B. C, News. jy30-3t 

WANTED — Experienced lady stenographer and cashier. Address in own handwriting. 
P. M. C, News. 

WANTED— Young man as assistant timekeeper and bookkeeper. Experience and references 
required ; answer Coal Mines, ■ Ledger. 9-19-2t 

WANTED— Young lady stenographer; two weeks' work. Address P. C, P. O. Box 711. 

WANTED — Stenographer; don't reply unless rapid and accurate and a speedy Remington 
operator; state age, if single, experience, salary expected, and references; opportunity 
for advancement. Address in own handwriting, Jerome, News. 

WANTED— Experienced male stenographer; must be competent; none other need apply; 
Remington typewriter. Address in own handwriting, with written reference, G. E. E., 
News. mh9-5t 

WANTED — Young man stenographer; aged 16 to 20. Apply in own handwriting, giving 
references. Address P. O. Box 357. jy28-3t 

YOUNG MAN wanted, energetic, to take charge of a mail order department; must have 
former experience; good future for a bright young man. Apply by letter to M. & G., 
Box 82, Bridgeport, Conn. 

WANTED — An office boy or young man to learn real estate business. Ivey Bros. Realty Co., 
Wilson Building. 

WANTED — Young lady for stenographer and assistant bookkeeper. Address with refer- 
ences S. P. S., News. 

WANTED — At once, young man stenographer and office assistant ; none but first-class 
stenographer need apply; good position to right party. Address in own handwriting 
P. O. Box 424, Birmingham. sept30-3t 

WANTED — Young man stenographer and bill clerk; rapid and accurate; state salary 
wanted. Address in own handwriting Lock Box 227, Birmingham. 

WANTED — Lady stenographer who has had long experience in general office work; must 
be quick and accurate in figures; answer in own handwriting, giving age, experience, 
reference, and salary expected. No attention will be given answers unless all above 
questions are answered. Address Business, care Age-Herald. 5-16-2t 

WANTED — Competent lady stenographer ; must be accurate and willing to work and willing 
to begin on moderate weekly salary; permanent position contemplated. Address in 
handwriting (not typewritten), stating salary expected. H. L. M., News. ap23-2t 

WANTED — Experienced and competent lady stenographer and office assistant. Address, 
giving experience and reference, P. O. Box 338. ap22-tf 



LESSON XXIII 



FORM LETTERS 

In Almost Every Line of business an important economy is effected in 
the correspondence by the use of what is termed form letters. You will 
readily see that in any particular business the letter will deal more or less 
with the same subjects, and that a great many inquiries will be received which 
may be answered with the same letter. It would be a needless waste of 
time for the head of a concern to spend his' time dictating replies to every 
letter of this sort. Some letters are therefore gotten up covering the most 
important points. These are numbered and pasted in a form book. 

When a letter comes in which can be answered by Form No. 1, all that 
will be necessary for the dictator to do is to> indicate that fact. The 
stenographer then turns to the form book and copies Letter No. 1. Fre- 
quently in form letters of this kind the opening paragraph is left blank, so 
that the correspondent can dictate something directly to the particular inquiry 
and thus give the letter a personal touch. 

Circular Letters. — There is another kind of form letter used that is more 
in the nature of a circular. It is usually mailed to a special list with the 
names and addresses of firms filled in. The letters are first printed from 
some duplicating press like the multigraph, to imitate typewriting. 

Filling In. — The late models of all standard typewriters are mechanically 
arranged for filling in circular letters. When the machine is once adjusted 
with its marginal stops and the paragraph indicator to match, the circular 
letter can be slipped into the machine without special adjustment and the 
name and address filled in rapidly. 

To be expert in the matter of matching circular letter forms is a very 
necessary part of the stenographer's duties. 

With the correct adjustment of the machine, and care in the selection of 
a matching ribbon, there is no excuse for poor work. 

Be sure to ask your teacher for instruction in adjusting the typewriter 
for circular letter work. 

Letters of Announcement are issued by business firms to give notice of 
a dissolution of co-partnership, or a change in a business, either through 
death or for other causes. Such letters are usually printed or written and 
sent to persons with whom the firm does business, their purpose being to 
give notice to the public. In dissolution of co-partnerships such notices are 
required under the laws of most states. 



76 massey's 



FORMS OF LETTERS OF ANNOUNCEMENT 



Announcing Change of Firm 



Birmingham, Ala., January 17, 1924. 

Messrs. Frank Blake & Bro., 
Tuscaloosa, Alabama. 

Gentlemen: 

We take pleasure in informing you that Mr. 
W. A. Oliver, who has been associated with our 
firm in the capacity of Assistant Manager, has been 
admitted into a co-partnership with the firm, 
the firm name from this date to be "Bethea, Oliver 
& Co. n 

We appreciate very much the patronage you 
have given us in the past, and we hope by our 
attention to your orders entrusted to our care, to 
continue to merit your confidence and business. 

Mr. Oliver will be in Tuscaloosa at an early 
date, calling upon our friends and old customers, 
at which time he will have the pleasure of seeing 
you in person. 

Very truly yours, 

Bethea, Oliver & Company. 

By 

President 



LETTER WRITING 77 

Announcing death of member of Firm. 



Houston, Texas, May 28, 1924. 



TO OUR CUSTOMERS: 



It is with deep regret that we inform you 
of the death of Mr. A. M. Stone, which occurred on 
last Friday evening. 

Mr. Stone was for twenty-five years the 
senior member of our firm, and it was largely 
through his untiring efforts and ideals of business 
integrity that the firm has prospered during his 
association with us. 

By the death of Mr. Stone, we lose a friend 
and a companion; one who has served well in every 
capacity of life. 

It shall be our earnest endeavor to continue 
the policies inaugurated by Mr. Stone, and we 
hope to merit your confidence and patronage in the 
future, as we have done in the past. 

Very truly yours, 

Stone & Andrews, 

By 

Exercises 

Write the following letters and submit to your teacher: 

1. Write a circular letter addressed to your customers, stating- tihat 
effective the first of the following month, you will give a special cash dis- 
count of 10% from list price with thirty days' dating. 

2. You are a member of the firm of Student & White. Mr. White has 
sold you his interest in the business, and you desire your customers to know 
this fact, and that the business will be continued by you. Write a circular 
letter giving the necessary information. 

3. Write a circular letter from the United Cigar Stores Co., addressed 
to the public, and stating that double premium certificates will be given 
on all purchases made during the month of September. 



LESSON XXIV 



COLLECTION LETTERS 

It is one thing to induce a man to take something that he wants, but it 
is quite another to induce him to give up something that he wants. That is 
the vital difference between the sales and collection letter. 

The first letter should be courteous in tone, calling the customer's atten- 
tion to the fact that his account is somewhat overdue, and requesting an 
early settlement. It is well to at least impress the customer with the fact 
that he has your confidence bv mentioning that the bill had probably escaped 
his attention. You can then follow this up with some inquiry about the things 
that interest you both. In short, show the man that you think him one of 
the firm's good friends. 

You will be surprised to find how a little talk of this kind will bring in the 
customer who really wants to be square. From the average careless but 
honest delinquent, a letter like this will bring a partial payment on the 
account. 

The customer's action in reply to this letter will determine the succeeding 
procedure. If no reply is forthcoming within a reasonable time, a second and 
more urgent letter should be sent. How severe this should be will depend on 
the debtor's value to the house. If a customer of good reputation heretofore, 
he may still be brought around by showing an interest in a friendly adjust- 
ment of his relations. 

Beyond the second letter, sales talk of any kind is worse than wasted. The 
third letter in the series, therefore, should be strictly a collection letter and 
should demand settlement by a definite date. 

Remember that most men want to pay their debts, and do not consider 
any man dishonest until he has proven himself so. Do not resort to threats 
until conditions absolutely demand them. The debtor who has been worried 
by severe letters will have a pleasant surprise if you show a willingness to 
listen to his explanations, and you will very often get your money, while the 
other man waits for his. 

Collection Policy. The policy adopted by a business concern with reference 
to its debtors will, of course, in a large measure determine the tone and 
frequency of its collection letters. Tact and diplomacy are required in writing 
a collection letter, which will accomplish its purpose without giving offense. 
The debtor's failure to pay may be due to neglect, financial embarrassment or 
fraudulent intent. The writer of a collection letter must, as near as he can, 



LETTER WRITING 79 

determine before writing, the real cause. There would be a wide latitude in 
the tone and composition of the letter, depending upon the class of debtor to be 
reached. The main purpose, of course, in all collection letters, is to get the 
money as quickly as possible and without offending the customer. Some 
people are sensitive, while others are more or less callous, consequently, in 
writing a collection letter you should use whatever personal knowledge you 
may be able to obtain regarding the customer. 

The Willing Debtor. If the customer has a record of promptly paying his 
bills, then it is best to assume that he has unintentionally overlooked the 
matter. A short, courteous letter calling attention to the overdue account 
will probably bring a prompt remittance. If you have cause to believe the 
debtor would pay if he could but is financially embarrassed, the sooner you 
succeed in making the collection the better it will be for your interests. Under 
these circumstances, your letter should be dignified, firm and tactful. "Do it 
now" should be motif. Do not say, "Please give this matter your attention" ; 
rather say, "I am going to expect a remittance by Friday (or a reasonable 
date), and I know you will not disappoint me," etc., or you might say, "Don't 
bother to write a letter. Just pin a check to this note and return to me so 
it will reach here by ." 

The Unwilling Debtor. Collecting by mail from the third class, where 
there is fraudulent intent, is a vastly more difficult problem, and calls for 
firmness and quick action on your part. If your letter calling attention to the 
account does not bring a remittance, you should investigate carefully and use 
every means to protect yourself from loss. Usually under such circumstances 
it is best to turn the matter over to an attorney-at-law, who could look into 
the legal phases and take such action as would be best suited to your 
interests. 



FORM OF COLLECTION LETTER 

Houston, Tex., Dec. 2, 1925. 

Mr. A. H. Keene, 
Navasota, Tex. 

Dear Sir- 

You have been so busy making your preparation for the holiday trade that you have 
doubtless overlooked the fact that your account with us is somewhat overdue. You have 
settled your bills promptly in the past, and we feel confident that this reminder will meet 
with an equally prompt remittance in this instance. 

How is the Palm Oil soap selling? Many of our customers are finding this one of the 
best money makers they have handled, not only because of its real merit, but because of the 
extensive advertising campaign which the manufacturers are carrying on. 

We can give you an unusually good profit on this soap, and it should pay you well to push 
it during the holiday trade. If you can use another gross of boxes, we can ship them at once. 

Yours truly, . 



MASSEYS 



ANOTHER FORM OF COLLECTION LETTER TO FOLLOW 

FIRST LETTER 



Houston, Tex., Dec. 12, 1925. 

Mr. A. H. Keene, 
Navasota, Tex. 

Dear Sir' 

You know from our letter of ten days ago that your account with us is now considerably 
past our usual limit. I feel that our former pleasant relations deserve at least an answer 
explaining why this matter has not been settled. 

You have not sent us an order for more than a month. Was there something wrong with 
the last shipment, or is there an error in our statement of your account? If there is any 
fault in our service, you know that we consider it a favor to be told about it. 



I shall await your reply with much interest. 

Yours truly, 



FORM OF THIRD LETTER FOLLOWING SECOND 



Mr. A. H. Keene, 
Navasota, Tex. 

Dear Sir: 

You have entirely ignored our two previous requests for payment of your overdue 
account. We are therefore compelled to believe that you are purposely neglecting settlement. 

The account is long past due, and yet you have not even given a reason why you have 
delayed payment. We cannot carry this any longer, and unless it is paid by the 1st, we shall 
without further notice turn it over to our attorneys for collection. 



Yours truly, 



LETTER WRITING 81 



FORM OF LETTER APPEALING TO A CUSTOMER'S PRIDE 
AND MAKING IT EASY FOR HIM TO REMIT PROMPTLY 



Richmond, Va. 
March 1, 1925- 

Edge & Lott, 

Montgomery, Ala. 
Gentlemen: 

You have always been one of our promptly- 
paying customers. Your failure, therefore, to 
remit us $78.16, balance due on account, per state- 
ment sent you February 1st, must be an oversight 
on your part. You need not take the trouble to 
write. Just pin your check for the amount due to 
this letter and return. 

We appreciate your business very much, and, 
with assurance of high personal esteem, we are, 

Yours very truly, 

BLANK & BLANK. 



82 massey's 



REQUEST FOR PAYMENT OF OVER-DUE ACCOUNT 

New Orleans, La. 
March 10, 1924. 

Brown Bros. & Co. , 

Dallas, Tex. 
Gentlemen: 

We are enclosing herewith statement of account 
showing balance due of $106.50. 

We are sure this matter has escaped your 
attention, as the account has been due for more 
than ninety days, and it has been your custom 
heretofore to be prompt in your settlements.* 

Assuring you of our appreciation of a remit- 
tance by return mail, we are, 

Very truly yours, 
BLANK & BLANK. 

Note — The two preceding letters are typewritten double spaced. 



LETTER WRITING 83 



LETTER SHOWING DETERMINATION TO COLLECT AND 
INTIMATING LEGAL PROCEEDINGS IF NECESSARY 



New Orleans, La. 
March 10, 1924. 



Brown Bros. & Co., 
Dallas, Texas. 

Gentlemen: 

We have written you twice calling attention 
to your overdue account. We are at a loss to 
understand why you do not extend to us the courtesy 
of a reply or else remit the amount due. If there 
is any reason why this account should not be paid, 
we would like to know it, and we must insist 
upon a settlement without further delay. 

We should regret, of course, to resort to any 
extreme measures to collect the amount due, but 
we are unwilling to let the account run longer 
without some definite payment, or promise to pay 
on your part. 

We have a right to expect an answer from you 
by return mail. 

Yours very truly, 

BLANK & BLANK 

Note — In this letter the body is written with typewriter single spacing. The salutation, 
paragraphs, complimentary closing and signature are double spaced. 



84 massey's 



MORE URGENT REQUEST FOR PAYMENT OF OVER-DUE 

ACCOUNT 



New Orleans, La. 
Feb. 25, 1924. 

Brown Bros. & Co. , 

Dallas, Texas. 
Gentlemen: 

On February 16th we sent you a statement of 
your account, requesting a prompt remittance. 
As we have received no reply to our request, we 
are again calling your attention to same. 

If there is anything wrong with the account, 
kindly let us know so that we may adjust it. If 
not, we expect a prompt remittance covering this 
indebtedness. We do business on a very close 
margin, and expect our customers to be prompt in 
their settlements of the amounts due us. 

Very truly yours, 
BLANK & BLANK 



LETTER WRITING 85 

Exercises 

Write the following letters and submit to your teachers for examination : 

1. W. A. Lemon, Waycross, Ga., owes you a balance of $250.00, which 
was due the first of the month. Write a courteous letter calling his attention 
to the balance, and request a settlement. 

2. Honeycut & Edge, Mobile, Ala., are indebted to you for $175.00. Your 
latest information concerning this firm is that it is heavily involved and is 
likely to make an assignment at any time. Write a very insistent letter 
demanding payment of this account. 

3. W. O. Lanning, Leesburg, Va., purchased goods from you to the 
amount of $180.00 on thirty days' credit. The account is past due. W. O. 
Lanning has not remitted, claiming that there were some defective goods in 
the lot shipped to him. Write such a letter as will enable you to obtain the 
necessary information to adjust the account on an amicable basis. Mr. 
Lanning is an old and valued customer, and you do not wish to give offense. 

4. Hard Bros., Galveston, Tex., owe you $125.00. The account is long 
past due, and they have made repeated promises to pay, but you have reason 
to believe that they do not intend to settle the account unless forced to do so. 
Write a letter demanding payment of the account, intimating that legal pro- 
ceedings will be instituted immediately, if necessary, to collect. 

5. A. W. Vaughn & Bros., Norfolk, Va., received a shipment from you in 
which they claim there was a shortage in the articles invoiced. This firm 
has been a prompt-paying customer in the past, and while you wish to collect 
the account, you hesitate to question the statement for fear of giving offense. 
What do you think ; you should do under the circumstances? Write such a 
letter as you think will accomplish the desired object. 

6. Mr. O. P. Manson of Durham, Ohio, is one of your customers. He buys 
large bills frequently, but is usually rather slow in paying, although you finally 
get all that is due you. He is quite able to meet his obligations promptly. 
You are now in need of money to make some needed changes in your business. 
Write Mr. Manson, who owes you $2,500, for an immediate settlement. 

7. O. K. Olson of Martin, Okla., owes you $325.50. The debt was due 
three months ago. You have sent him several bills, but have not written to 
him in regard to the matter. Write him such a letter as you think would 
cause him to pay the bill if he has the means, and yet not antagonize him. 

8. R. A. Young of Tarkio, Mo., owes you some money which he promised 
to pay about two years ago. You have written to him a number of times in 
regard to the matter, but he has not answered your letters nor given any 
indication that he intends to pay the debt. You believe he is simply waiting 
so that the statute of limitations will bar the collection of the debt. Write 
him a letter calculated to either get the money or a definite promise to pay it. 

9. You have not received an answer to the letter written according to 
instructions in Exercise No. 3. Write another letter to Mr. Lanning to inform 
him that you must resort to the law to collect the debt. 



LESSON XXV 



LETTERS ORDERING GOODS 



If you wish to order goods, use an order blank furnished by the firm that 
sells or manufactures the goods desired, if you have one. The use of such a 
blank will avoid the necessity of writing a letter, and will be much more 
satisfactory to the firm that receives the order. 



In a letter ordering goods give shipping directions, the exact name and 
quality of goods desired, also the price and list number, if you have a cata- 
log. If a remittance is enclosed, mention the amount, and state whether it 
is in currency, check or draft. 



Make a separate line of the name and description of each article. 



Retain Copy. You should always make and retain a copy of all orders 
given. Especially should you do this if the order is a large one or the mer- 
chandise very valuable. 



Be Brief. A letter ordering goods should be brief. At the same time, it 
should be explicit, so that no misunderstanding could arise as to what you 
want. Capitalize each article ordered, and if reference is made to a catalog, 
give article number or page of catalog. The order may be embraced in the 
body of the letter, or may be written on a separate sheet and enclosed with 
your letter. 



Shipping Directions should be given unless it is known from previous 
orders the conveyance by which you wish the goods shipped. If the articles 
are small, light or of no great value, they could be ordered sent by mail. In 
the case of more valuable articles it would for safety be better to order them 
shipped by express. In the case of heavy and general merchandise, unless 
wanted quickly, order by freight. 



LETTER WRITING 87 

FORM OF LETTER ORDERING GOODS 

Anniston, Ala., August 23, 1924. 

Messrs. Loveman, Joseph & Loeb, 
Birmingham, Ala. 

Gentlemen •' 

I enclose N. Y. Exchange to the amount of $8.50 and ask you to send immediately to me, 
by Southern Express, 

1 doz. Practical Correspondence, 

6 Massey's Bookkeeping. 

If the remittance is not sufficient, I shall send the balance immediately upon receipt of 
the bill. 

Thanking you for prompt attention to this order, I am, 

Yours truly, 

W. C. King. 

Exercises 

1. Order from W. M. Welch Manufacturing Company, 100 Lake Street, 
Chicago, 111., from its catalog No. 3, five sets of No. 1, 15 pieces, Cube Root 
Blocks; ten sets Geometrical Surfaces and Solids; five W. & A. K. Johnston's 
Physiology Charts ; six Noyes' Dictionary Holders ; twelve dozen Noiseless 
Blackboard Erasers. Send New York Exchange to the amount of $153.60. 

2. Write Carl Fisher, 6-10 Fourth Avenue, New York City, to send you by 
express music as follows: "Stradella," by Flotow, 60 cents; "Lucretia Bor- 
gia," by Donizetti, 75 cents; "Flower Song," by G. Lange, 50 cents; Op. 481, 
"American Fantasia," No. 1, $1.25. Also the following instruments : One 
Besson B-flat Cornet, $75; one Rittershausen Flute, Boehm system, $1.25. 
Request him to draw on you at sight through the First National Bank of your 
place. 

3. Write a letter to E. M. Miller & Co., Dallas, Tex., ordering the follow- 
ing merchandise : 

12 bu. Meal @ 60^, 
4 bu. Beans @ $2.00, 
4 doz. cans Tomatoes @ $1.15, 
3 doz. cans Peaches @ $1.35. 
Ask them to ship, charging to your account, thirty days. 

4. Order from Kern & Loeb, Louisville, KJy., ten days, net cash, the 
following: 

125 lbs. Fancy Coffee @ 20^, 
25 lbs. XXX Crackers @ 12^, 
1 box Cheese, 35 lbs. @ 25^f. 
Request that these goods be shipped via Louisville & Nashville Railroad. 



LESSON XXVI 



ANSWERING COMPLAINTS 

How To Answer Complaints,. — If your customers are worth having, they 
are worth satisfying; and if your goods are worth selling, it is worth while to 
demonstrate that fact to your customers, even if they have bought your goods 
and you have the money. No legitimate business transaction is really com- 
pleted until the customer is satisfied with his purchase. If you have given 
him a square deal, he never stops saying good things about your business ; 
but if you have left him dissatisfied, he never stops trying to drive it away. 

Do Not Be Too Suspicious about complaints that come to your desk, and 
remember that when the customer wrote his letter he believed he had cause 
for doing so, and the chances are that he did have. Remember that most people 
want to be square with you, and that by far the greater share of the complaints 
you get have a real cause. The fault may not be yours, but that is no reason 
why you should snap up a man for telling you about it. If you are not to 
blame, find out where the trouble lies, and help the customer to straighten 
out the difficulty. 

The following letters will illustrate how trade may be lost or gained 
through skillful handling of a complaint. The first letter was sent by a local 
agent for "made to order" clothes to the house he represented. Please observe 
how each correspondent answered it. The first one, by arguing with the 
man and attempting to show him how impossible it was for such an accident 
to occur, virtually accused the dealer of causing the trouble; but he agrees 
that his house is to blame, in the closing paragraph, by promising that it will 
not occur again, and by offering to send a new pair of trousers. 

Please notice how the complaint was handled by the second correspondent, 
where the writer immediately concedes the justice of the man's complaint, 
and expresses regret and says that he is perfectly willing to make good the 
loss. Can you doubt which house in the future will get the dealer's business? 

A Very Important Point to be considered is not to argue with any one. If 
the customer is wrong, show him where he is wrong by explanation, but do 
not argue. The best way to get the right attitude in answering a complaint 
is to consider how you would handle the customer if he came personally to 
your office. You certainljy wouldn't pick a quarrel with him, and you wouldn't 
let yourself be otherwise than courteous and polite. You would try to show 
Him that the firm was giving him a square deal. The next time you answer a 
complaint picture the customer beside your desk and talk to him, and you 
will find the results much more satisfactory to both you and your customer. 



LETTER WRITING 89 

THE COMPLAINT 

Gentlemen: 

The suit which you sent us for Mr. Johnson has arrived in bad condition. The lower 
part of one trouser leg is badly scorched. This was undoubtedly done by the man who 
finished and pressed the suit. 

It is impossible for us to remedy this in any way, so we are returning the trousers to you 
today, and would ask that you immediately replace them, as Mr. Johnson is one of our old 
customers, and this delay is seriously inconveniencing him. 

Yours truly, . 



REPLY OF FIRST CORRESPONDENT 



Dear Sir-' 



We have your letter of the 25th, and have carefully examined the trousers that you have 
returned. After examination, we can confidently say that it is impossible for the trousers 
to have been damaged in the way you suggest. We employ electric irons for all of our 
pressing, and they never reach a temperature hot enough to scorch the surface of the 
material. 

The trousers were undoubtedly damaged in the shop of your local tailor, where you sent 
them to be pressed, as it is a very easy matter to scorch cloth with the old-fashioned tailor's 
goose. 

We feel that we are in no way responsible, but we have decided to replace the trousers 
with a new pair, and these will be shipped by Thursday. 

Trusting that they will arrive without delay, and promising you that it will not happen 
again, we are, 

Yours very truly, . 

REPLY OF THE SECOND CORRESPONDENT 

Dear Sir: 

It seems that those very orders on which we are the most anxious to please are the ones 
on which the annoying little accidents occur. We were very anxious to give Mr. Johnson 
a suit that he would be proud of. He has not only been a good customer of ours, but think 
of the suits he has ordered through you from us. 

We are totally at a loss to understand how this accident could have happened. But why 
try to explain it? The time we would spend in investigation we have spent in rushing 
through a new pair of trousers to replace the pair you returned. 

We will get these to you by Wednesday. Please apologize to Mr. Johnson for us, and 
make the apology as sincere as we would do if we were on the ground. 

Yours truly, . 

Exercises 

1. Write a letter to your employer, resigning your position as shipping 
clerk. Give reasons for your action, and say that you would be glad to receive 
a letter of recommendation from him, if he considers you worthy of it. 



90 massey's 

2. Write a letter asking a customer to settle his account to some definite 
date instead of sending small remittances on account. Your bookkeeper has 
great trouble and annoyance in rendering statements. 

3. Write a letter to a patron who claims that his right to the exclusive sale 
of your goods given him by Mr. Jones is infringed upon by other dealers. Not 
knowing positively, write as fairly and in as conciliatory a spirit as possible, 
stating that Mr. Jones has no doubt acted in good faith, but do not commit 
yourself till you have seen Mr. Jones. 

4. Write a letter to Gen. Ft. Agt. L, & N. regarding overcharge. Freight 
was prepaid to Birmingham, and Birmingham agent paid additional charges, 
which were excessive. Ask to have the amount of the overcharge refunded. 

5. Notify your landlord, A. J. Bond, that the roof on the house you occupy 
is in very bad repair; also that the windows are loose and the floor worn 
through in several places, and that you will be compelled to leave unless he 
has repairs made at an early date, and that this is to be considered notice to 
him that you will vacate on the 15th of next month, unless the house is 
repaired satisfactorily. 

6. Write to the Grand Rapids Furniture Co., Grand Rapids, Mich., asking 
them why goods ordered long ago, and promised to be ready at a certain date, 
have not arrived. State that you cannot wait any longer, and if goods do not 
arrive in six days from date, you will purchase elsewhere. • 



LESSON XXVII 



SALES LETTERS 

Essentials of a Good Sales Letter. — There are certain principles upon 
which every successful business letter must be built. It must win for itself an 
audience with the man it is to sell, and once that is gained, it must follow the 
steps of the sale exactly as a salesman does when he talks face to face with his 
customer, leading him gradually up to the actual signing of the order. 

For This Reason every sentence or paragraph that goes into one of your 
letters should have a reason for being there. The sole aim of the letter is to 
get action. It is the easiest thing in the world to write a letter that goes 
rambling from one topic to another without getting anywhere in particular. 
The good letter writer has a definite end in mind and goes straight to the point. 

You Should Go About Writing a business letter just as you would prepare 
an important speech. There are a thousand things you might say, but only a 
few are vital. Confine yourself to these points. Some men talk without 
getting anywhere in particular, and some letters go rambling the same way. 
Keep one end in view, and that is to turn desire into decision, and get results 
now. 



LETTER WRITING 91 

A Follow Up System. A single sales letter cannot be expected to obtain 
the best results. There are selling possibilities that call for a series of letters. 
Just how many letters are necessary to obtain the desired result depends upon 
the circumstances and calls for much thought and preparation on the writer's 
part. In general an article of universal need, where the price is attractive, 
would require fewer follow up letters than where the article is new and must 
be advertised in the follow up sales letters. In all sales letters emphasize the 
"you." Take the position that your prospective customer is probably not 
interested as much as you are in the article you are endeavoring to sell. Point 
out in your letter how he will be benefited by making the purchase. Use the 
word "you" frequently. That is what will attract and hold his attention. 

Two Classes of Sales Letters. Follow up sales letters may be divided into 
two classes, one for direct sales and the other for general publicity. In the 
case of direct sales letters you fire away on a selected list of names, not one 
.discharge of your selling gun, but one shot after another until you effect the 
sale. Of course the success of a follow up campaign depends upon having a 
"live" list; that is, a list of names of those who are potential customers. It is 
useless to waste ammunition trying to sell to a list of people who are not 
interested and who by no possibility can become interested in your goods. 
These mailing lists should be frequently revised so that there will be no "dead" 
material. 

Where the object is general publicity usually one or two letters would 
answer the purpose, but even in this case the list of names should be selected 
with a view to reaching such people as you desire to interest. 

Study and Test Your Plan. To be successful a follow up sales campaign 
should be carefully planned. It is not a hit or miss proposition. There is no 
mystery, nor luck nor chance about the matter. When a business concern 
succeeds with a follow up system, it is because it has worked in harmony with 
a scientific principle. The sales follow up letter depends for its success on the 
use of hard facts, told in an interesting way. The truth, reliable goods, or 
service, are essential to any success. 



FUNDAMENTAL PRINCIPLES OF A FOLLOW-UP SALES 

LETTER: 

1. The opening paragraph should win the reader's attention and prompt 
him to go further into the letter. There must be a thought-connecting idea 
throughout the series of letters, the letter, as it were, being a sledge hammer 
striking a hot bar of iron, each one leaving its impression, and all working to 
a common end. 

2. Your letter should contain description and explanation which gains your 
prospective customer's attention by picturing the proposition in his mind. The 



92 massey's 

psychology involved in a follow up sales letter is very simple. There must be 
attention, interest, desire and action. Unless your letter attracts attention 
and arouses interest, therefore creating- a desire, the effort is wasted. You 
cannot attract attention or interest by constantly referring to "we" in your 
letter. Instead of saying, "we make," "we want," "we sell," etc., say, "you 
would be interested," "you are aware," or "your interest would be 
conserved," or "your wants," etc. B l y expressing yourself in this manner you 
would get your prospective customer to think in terms of interest to himself, 
and this is a vital point. Attention is often attracted by getting out of the 
beaten path. Write your sales letter and then analyze it. Put yourself in the 
other man's position, and see if it will appeal to you. 

3. Your letter should contain arguments of proof which create a desire 
for the article which you have to sell by assuring its value and advantages. 
The letter should be so arranged that it will work up to a climax. Do not 
begin with a strong letter or several strong letters, then gradually weaken 
your arguments on your points. The final stroke is the one to be depended 
upon to get the order. Make it as easy as possible to secure the order. Enclose 
order blanks, self addressed envelopes, coupons, which the customer has only 
to sign. The more convenient you make it for the customer to place the order 
with you, the more apt you are to secure the order. 

4. To be successful the follow up sales letters should be, of course, in 
harmony with the conditions of the business for which they are used. To go 
contrary to public opinion or current customs requires harder and longer 
strokes. Follow the customary methods of doing business in your line unless 
you are convinced that a radical change can be made beneficial in your case. 
The whole philosophy of a sales letter can be summed up in four words : 
Attention, Interest, Desire and a Resolve to Act. 



LETTER WRITING 93 

FORM OF SALES LETTER 

Chicago, III., Feb. 28, 1925. 

Mr. A. Student, 

Montgomery, Ala. 

Dear Sir' 

If this letter were printed on a ten-dollar bill, it could scarcely be more valuable to you 
than the message it contains. It offers to place in the hands of a few manufacturers, almost 
without cost, a copy of the greatest Manufacturers' Textbook ever issued. It contains 
complete office, sales and factory schemes for increasing a business like yours. It actually 
outlines in charted form more than thirty factory and selling plans that have built up 
successful businesses. 

In one chapter alone in this book there is a cost system worked out that saved one large 
concern $50,000.00 in factory expense in less than a single year. In another chapter the 
sales manager of a typewriter company gives a complete new system for managing a sales 
force. These are only two out of thirty articles, all equally valuable. 

It tells how to stir up enthusiasm in your sales force; how to keep factory costs; how 
to advertise, promote and market your articles ; how, in fact, to cut down expense and 
increase profits. It is a gold mine of business ideas. 

Remember the book is free. To each of the first thousand manufacturers who subscribe 
for "Success" we will send a cloth-bound copy of this splendid book without charge. Even 
the magazine is no expense, for the $2.00 you pay for it will come back to you many times 
in each issue. 

You must act now, however, as only one thousand of these books remain on hand, and 
they will soon be snapped up. Pin a two-dollar bill to this letter and mail today. 

Yours truly, 

Magazine Publishing Co. 

Exercises 

1. Write a letter to Knowles Dry Goods Co., Montgomery, Ala., calling 
attention to a special job lot of Women's New Tailored Suits, which you are 
offering for sale to the trade. The fabrics include Serges, Gabardines, Velours, 
etc., and state that you have a good assortment of these. Advise that the 
reduced price at which you are offering these suits, from $11.95 to $33.75, 
should make them especially attractive. 

2. Write to Prof. T. T. Kincheloe, Richmond, Va., offering to sell a slightly 
used set of the Historian's History of the World, morocco binding. Em- 
phasize the value of such a reference work in a gentleman's library. 

3. Write to Prof. E. S. Smith, Jacksonville, Fla., calling attention to a 
piece of property located on the corner of Laura and Monroe Streets, that you 
are offering for sale at a special price of $14,000. The lot is 55 by 105 feet, and 
in your opinion is an excellent location for a modern apartment house. 

4. You are a manufacturer's agent. Write a circular letter to your cus- 
tomers, calling attention to a probable advance in the price of canned goods, 
soliciting an order for Campbell's Soups, which you heartily recommend to the 
trade, at the price of $11.60 per gross. 



LESSON XXVIII 



TELEGRAMS 

Telegrams are used very extensively in business, the modern practice being 
to use the wires, instead of writing, where time is a consideration or where it 
is desired to give emphasis to what is said. 

The Salutation and Complimentary Close are omitted in telegrams. Tele- 
graphic messages should be expressed briefly; at the same time, sufficient 
words should be used to make your meaning perfectly clear. It is a good plan 
for the novice to write out the complete message first ; then, by taking out all 
unnecessary words, reduce the telegram to the proper brevity. The words 
"at once" or "immediately," etc., are unnecessary in a telegram, as the fact 
that a telegram is sent itself implies urgency. 

The Telegram. This is the standard service which takes precedence over 
other classes of traffic and which is, therefore, suitable for messages requiring 
expedited service. Telegrams are accepted at any hour, for immediate trans- 
mission and delivery. Code language may be employed. 

The Day Letter. Day Letters are subordinated to full-rate Telegrams in 
the order of transmission, and constitute a deferred day service at reduced 
rates, the cost of a fifty-word Day Letter being only one-and-a-half times 
the cost of a ten-word Telegram. Day Letters must be written in plain 
English, code language not being admitted. 

The Night Message. Night Messages are accepted up to 2:00 A. M. for 
delivery the morning of the next ensuing business day. The cost is somewhat 
less than for full-rate Telegrams. Code language may be employed. For 
short messages this is the cheapest over-night service. 

The Night Letter. Night Letters may be filed at any time during the day 
and at night up to 2 :00 A. M. for delivery the morning of the next ensuing 
business day. The cost of a fifty-word Night Letter is the same as for a ten- 
word Telegram. Night Letters must be written in plain English, code 
language not being admitted. This is the cheapest service of all for messages 
of some length, and it is widely used as an inexpensive substitute for the mails 
by business firms throughout the country. 

To Minimize Errors and facilitate handling, all classes of domestic mes- 
sages or cablegrams should be clearly and legibly written, and when typed 
should be double spaced regardless of their length. It is desirable that code 
words should be written in capital letters. 



LETTER WRITING 95 

Punctuation Marks. Unless so requested and paid for, punctuation marks 
are not transmitted. It is, therefore, important that messages should be so 
phrased that their exact meaning is not dependent on punctuation marks. 

The writing out of numerals is strongly urged as calculated to reduce the 
liability to error and in many cases to reduce the cost. 

Contractions. The use of contractions, such as "can't," "don't," and 
"won't," is undesirable. A more full expression makes for accuracy in trans- 
mission. 

In writing addresses, the words East or West, North or South should be 
spelled out in full. The affixes st, d, nd, rd and th should be omitted. For 
example : 24 E. 48th Street is preferably written, "24 East 48 Street/' This 
also makes for accuracy. 

Street Address. A full or specific street address facilitates the delivery of 
telegrams, and should always be written when known. No charge is made 
for words in addresses. 

No Definite Address. The practice of addressing messages care of "some 
hotel" or "try hotels" should be avoided if a more definite address can be 
given. Frequently messages are delayed while the addresses are being located. 
In the case of telegraphic replies to persons who are transient in the town or 
city of destination and for whom no street address can be given, delivery will 
be promoted if in addition to writing the words "an answer" as a part of the 
address, the patron will address the answer in care of any branch office at 
which the original message may have been filed. 

Code addresses may not be used in domestic messages. 

No Signature. If a message is not to bear a signature, there should be 
written in place of the signature the words "Not signed." When the name of 
the sender is not written in full, or if he is not well known at the telegraph 
office it is desirable that his local street address and telephone number should 
be written at the bottom of the blank. 

Designate Your Message. In preparing a message to be sent to the tele- 
graph office by messenger, care should be exercised to indicate not only the 
class of service desired by a suitable marking or checking as described on 
page 94, but also whether it is to be sent "paid" or "collect" by writing such 
direction in the lower left-hand corner of the telegraph blank. 

Where a charge account has been arranged the word "charge" should be 
noted on the telegraph blank in the lower left-hand corner, together with the 
name of the account to which the tolls are to be charged in cases where the 
signature differs from the name under which the account appears on the 
company's books. 



96 massey's 

Filing Messages by Telephone — Carbon Copies, Etc. Messages may be 
filed by telephone by calling "Western Union' or the telephone number as 
listed in the telephone directory. The message may be dictated to the record- 
ing operator, who will answer by saying "Western Union/' The tolls will be 
charged in the subscriber's telephone bill. The filing and local delivery of 
messages by telephone is a modern cut in telegraphic correspondence which 
saves both time and trouble. 

Patrons should retain in their own files the original copies of messages 
telephoned, and carbon copies of all others. This will save time in checking 
the monthly bill, and provide exact copies if at any time required. 

Requests To Report Delivery of a Message. If it is desired that a report 
of delivery of any message be made, the words "Report delivery" should be 
conspicuously written at the top of the message. This request will be 
answered "collect" by the office of destination. The company does not under- 
take to secure reports of delivery by free service message, and offices are 
under instruction to decline to honor such requests. 

Messages Repeated Back. If it is desired to have a message repeated, the 
words "Repeat Back" should be conspicuously written at the top of the mes- 
sage. An additional charge equal to one-half of the regular rate will be made 
for the repetition in addition to counting and charging for the two words 
"Repeat Back." 

Messages Sent Collect. Messages, the charges on which are to be collected 
at destination, will be accepted from holders of Western Union collect cards, 
from a member of a social or commercial organization of recognized standing 
who identifies himself as such by presentation of a membership card or other- 
wise, and from any responsible person or business firm. 

Methods of Counting Chargeable Words. All words, figures and letters 
in the text of domestic messages are counted and charged for. Initial letters, 
words, surnames of persons, names of countries, counties, cities, towns, villages, 
states or territories are counted and charged for each as one word. Abbrevia- 
tions of the names of countries, counties, cities, towns, villages, states, terri- 
tories and provinces are counted and charged for the same as if written in full. 
Figures, decimal points and punctuation marks and bars of division, if trans- 
mitted, are counted, each separately, as one word. Any punctuation marks 
appearing in the text of a message, if to be transmitted, are counted and 
charged for. Abbreviations of weights and measures in common use are 
counted as one word. 

In ordinal numbers, the affixes st, d, nd, rd and th are each counted as one 
word. 



LETTER WRITING 97 

All signatures where there are more than one, except the last, are counted 
and charged for. For example, in the signature "John Brown and James 
Smith" the italicized words are extra. Family signatures like "John and 
Emma," however, contain no extra words. 

All words added to the signature are also counted and charged for. For 
example: John Brown, President, contains one extra word. Ltd. and Inc., 
however, being a part of the name, are not counted as extra words. 

All extra words in the address are counted and charged for. For example, 
in a message addressed "John Smith or James Brozvn, 80 Wall Street, New 
York," the italicized words are extra. 

Money Transfers. Money transferred in any amount by telegraph and 
cable. The safest, quickest and most convenient way to remit money. Charges 
moderate. 

Commercial News Service. Market quotations and reports of baseball 
games and other sporting events furnished by tickers or by bulletins. 



MASSEYS 



CUSS OF SERVICE 


SYMBOL 


.Telegram 




day Letter 


BUM 


WtflMMwsine 


Nlte 


Might Letter 


NL 


8 none of these three symbols 
appears (iter the check (number of 
worts) this Is a telegram. Other- 
wise ib character is indicated by the 
symbol appearing after the check. 



WEST] 



WESTERN UNION 



UNION 



after the check. NEWCOMB CARLTON, prcbidknt 



AM 

GEORGE W. E. ATKINS. «R*T vice-FfWSlDENT 



CLASS OF SERVICE 


SYMBOL 


Telegram 




Day Letter 


Blue 


Night Message 


Nit* 


NlgM Letter 


NL 


If none of these three symbols 
appears after the check ( number of 
words) this Is a telegram. Other- 
»l ,-e iU character is indicated by the 
symbol appearing after the check. 



RECEIVED AT 



New York, May 10, 19 

John Brown & Co. , 

792 Main St., Springfield, 111. 
Fifty five boxes shipped on eighth. Balance 
will follow tomorrow. 

E. S. Morris & Co. 

Charge. 



Cable Messages. Code words employed in these cablegrams must be 
English, French, German, Italian, Dutch, Portuguese, Spanish or Latin 
dictionary words of not more than ten letters, or artificial words of not more 
than ten letters. The artificial words must be pronounceable. 

Cipher words consisting of groups of figures or of groups of letters so 
arranged that they cannot be pronounced, are counted at the rate of five 
figures or letters, or fraction thereof, to a word. 

In plain-language cablegrams which may be written in any language 
that can be expressed in Roman letters, each word of fifteen letters or less 
is counted as a word, and words of over fifteen letters are counted at the 
rate of fifteen letters or fraction of fifteen letters to a word. When the 
letters "ch" come together in the spelling of a dictionary word of any language 
they are counted as one letter. In artificial words the combination is counted 
as two letters. 



LETTER WRITING 99 

Preparation of Cablegrams. The name of the country is seldom necessary 
and will not be charged for or transmitted unless required. Experienced cable 
clerks will often be able to identify unnecessary words in addresses, or 
perhaps in the text, and any assistance in shortening the cablegram and 
reducing the cost will be gladly given. At the same time addresses should 
not be shortened unduly, since the Government lines abroad hold senders 
responsible for incorrect or insufficient addresses and will accept corrections 
or amplifications of the same only by paid service message at full rate. 

While the name of the place of destination and of the country, state, 
or county each is counted as one word, irrespective of the number of letters 
employed, the names of streets and of ,persons in addresses are counted at 
fifteen letters or fraction of fifteen letters to a word. 

Exercises 

1. Telegraph J. B. Mosby & Co., Richmond, Va., to send you by express 
prepaid forty Wentworth's High School Algebras. Tell the firm you are 
sending by today's mail postoffice money order to pay for them. 

2. Telegraph your father that you are going home on the early morning 
train on October 20, and that you desire him to meet you at the depot. A 
friend will accompany you. 

3. You are employed in an office which is heated by a coal stove that is 
broken and smokes so badly that you cannot stay in the room. Your 
employer is in Palestine, Tex. Telegraph him that you must have a new 
stove, and give the reason why it is necessary to get it. 

Write telegrams of not more than ten words for the following: 

4. Order of the Massey Business College, Birmingham, Alabama, one 
hundred copies of Massey's Bookkeeping and Business Practice to be sent 
by American Railway Express. 

5. You have been offered a position as bookkeeper in the office of the Rich- 
mond Transfer Co., Richmond, Va., to begin at once; salary $125.00 monthly. 
Wire your answer without delay. 

6. Send a telegram to Bernheim & Baker, Houston, Tex., from whom 
you ordered a bill of goods, stating that the merchandise has not been 
received, and asking that they send out a telegraphic tracer. 

7. J. H. and Frank Blake, Mobile, Ala., owe you on account $600.00. 
Send them a telegram asking if you may draw on them at sight for the 
amount due. 

8. You have a Burroughs' bookkeeping machine and need immediately 
some repair parts. Write the Burroughs Bookkeeping & Adding Machine 
Co., Detroit, Mich., to send you left hand index finger by express, C. O. D. 

9. Your friend, Geo. W. Bridges, Birmingham, Ala., is expecting you to 
arrive in that city at 10 o'clock tomorrow morning. You have been delayed 
on important business, and will have to cancel the engagement for the present. 
Send telegram explaining. 



LESSON XXIX 



FILING 



Box Filing. One of the earliest methods of filing, and the most simple 
one, is still used in many offices where the correspondence is not heavy, 
or where a "temporary" file is required before consignment of the papers to 
the regular, or "permanent" file. This method is known as box filing. 




Box File Showing Index 



(See Figure No. 1, showing box file open to show indexed sheets.) The 
index sheets are of strong Manila board, fastened securely to the back of 
the box to keep them in place. The Box File itself is sufficiently large to 
allow the average size business letter, which is 8^x11 in., to slip in freely. 




Fig. \y 2 . Cabinet File for Cards 



LETTER WRITING 101 

The lettered "tab" is a small projection which enables one to turn quickly 
to any division of the file. 

Cabinet Filing. Cabinet filing is used where the card system is employed, 
and the drawers of each cabinet are furnished with a heavy Manila index, 
with filing cards to fit. Sometimes these cards are gotten out by the business 
firm with special rulings to suit their purpose, or a regular stock form of 
card may be used. See illustration, Figure No. 2, showing drawer of cabinet 
file, with figured index. 




Fig. 2. Alphabetical Card Index for Numerical File 

Color Cards. One of the conveniences of modern filing comes with the 
use of "color cards," that is, cards of different colors to indicate various 
subjects, or to indicate years, or classes of names, customers, etc. For 
instance, the "pink cards" may represent all names for the year 1922, "blue 
cards" for the year 1923, etc., using the standard shades of pink, blue, yellow, 
green, etc. Or the color system may represent "first class" or "second class" 
names, — in fact, the "color system" suggests an infinite number of uses. 
Where it is necessary to produce a ledger card of a certain year, the stenog- 
rapher or file clerk can quickly refer to the color for that year. Where 
a certain class of customers is to be circularized, the stenographer in address- 
ing the envelopes, can turn easily to the correct color. It can be seen that 
the color system is a great labor minimizer. 

Stencil Filing. All modern offices, whose business is sufficiently large to 
warrant a mailing list of 500 names or more, should be equipped with the 
Addressograph, illustration of which is given below, by courtesy of the 
Addressograph Co., of Chicago. This machine cuts the stencils, from which 
envelopes, bills, etc., may be addressed rapidly, pay rolls made out, checks 
filled in, circular letters filled in, and other numerous services performed. 
The stencil can be fitted with the color cards, explained above, and the color 
system used with great advantage in the mailing list of the business. 



102 



massey's 




"Addressing Stencils" 
(Using Equipment of the Addressograph Co., of Chicago, 111.) 

Miscellaneous Filing. In passing on to an explanation of the Vertical 
Method of Filing, — we give brief mention to: 

(1) The Board File, that is, a file with a board back, and an index of 
Manila sheets, fastened to the board by means of a metal arm or "arch." 
This file may lie flat on the desk, or be suspended within easy reaching 
distance beside the desk. Into this file are slipped the various memoranda 
coming up from day to day, and reference to which is frequently made. The 
matter filed therein either serves its purpose and is destroyed within the 
course of time, or if needed for permanent reference, it is later filed in a 
permanent file under special subject index. An evolution of the Board 
File is: 

(2) The Board Cabinet File, being the board with a drawer front. Several 
of these drawers make up the cabinet. For filing papers either on the Board 
File or the Board Cabinet File, a perforator is required for convenience in 
perforating the papers to fasten in the file. 




Fig. 3. Shannon Drawer with Index 



LETTER WRITING 103 

There is also the: 

(3) "Daily Tickler" file, this being a small open box, usually, provided 
with index, the index tabs either numbered, lettered, or marked by subject, 
and into the division are slipped cards bearing certain memoranda. The 
"Daily Tickler" file is usually numbered according to the days of the month, 
from 1 to 31 inclusive, the cards slipped into the correct date for reference 
on that date. The "Tickler File" is especially helpful for the secretary who 
must keep reminders of business engagements of her employer. For instance, 
if a Directors' Meeting is to be held on the 5th of the month, notation is 
made and slipped into the proper date. Each morning upon coming to her 
desk, she takes out the cards in the tickler for that particular day, coming 
automatically to the necessary reminders. 




Fig. 4. Small Card Handy Tray File 

(4) The larger "Monthly Date File" usually stands beside the desk of the 
secretary or stenographer. This file consists of an upright cabinet, provided 
with shallow drawers. The drawers bear tabs for each month of the year. 
Where a reminder is needed for the month of August, for instance, it is 
slipped into the "August" drawer, to come around automatically as the 
secretary takes out the contents of a drawer on the first of the month. 

Vertical Filing. Vertical filing is the method most safely employed for 
all permanent filing of papers, correspondence, booklets, etc., insuring accuracy 
and convenience for reference. See illustration Figure No. 5, showing sec- 
tion of Vertical Filing Cabinet. 



104 



MASSEY S 



The Vertical File has a capacity of from 3000 to 5000 letters, is provided 
with frictionless slides, and a rod for securing the index boards. However 
full a vertical drawer may be, it can be easily opened and closed on account 
of the roller slides or arms at either side of the cabinet. The advantage of 
the capacity of the vertical file, is that one may have all correspondence 
covering a long period of time, in compact form, whereas if smaller cabinets 
are used, references from year to year cannot be so conveniently made. 

In the vertical file the letters are placed on edge in the drawer, in their 
proper divisions. The index may be what is called the simple alphabetical 
index, that is, lettered with the ''straight" alphabet, A to XYZ; or if a finer 




Fig. 5. Vertical Filing Drawer. Note Frictionless Suspension Slide at the side 



classification is necessary, especially where the correspondence is heavy, or 
the subject matter varied, the letters of the alphabet are combined with the 
vowels, as, the subdivision of "A" will be Aa, Ae, Ai, Ao, Au. Or the 
subdivisions may be other convenient combinations, as "CAr»CE/* next, 
"CH-CO," next, "CR-CZ." These combinations are printed on the index set 
according to the usual divisions of words or names ; for instance, the letter 
"C" may have different combinations than the letter "D." In the same index 
where we find "C" subdivided as shown above, we find the division of "D," 
given thus ; "DA-DE," "DL-DY." The reason for this, is that names occur 
more frequently in C, than in D, therefore C requires more of a subdivision. 
The letters XYZ, are usually given together, as being infrequent, "Q" appears 
alone, without subdivision, and "UV" are given on one index. There is 
nothing puzzling in this stock form of index, if one simply uses precaution in 
following the alphabet. 

But the usual "Stock Form" of indexing is supplemented, or supplanted, 
in some offices, by special index subdivisions, relating to the special subjects 



LETTER WRITING 105 

which pertain to the business. The various systems of filing may be indicated 
as follows : 

1. Alphabetical. 

2. Geographical (By State and Town). 

3. Geographical — Alphabetical. 

4. Numerical. 

5. Subject. 

6. Chronological (By Date). 

7. Class. 

These subdivisions, while they may seem to make the work of filing more 
or less complicated, are really labor saving and time saving devices, since 
with a knowledge of the system, one can turn quickly and with facility to any 
letter or paper required in the files, without the necessity of going through 
a lot of miscellaneous matter. 

Preparing Letters for Filing. If you use the temporary box file, explained 
in an earlier paragraph, and your subjects are not numerous, or your daily 
correspondence heavy, then one box on your desk will be sufficient for 
accumulations covering, say, a week's correspondence. If your correspondence 
is heavy, then you should have several box files, each marked according to 
the subject, and the filing should be done more frequently. If the cor- 
respondence is sufficiently heavy to warrant it, then the filing should be done 
each morning, for the day previous, and a certain time should be set aside 
for this purpose. 

Pins and Clips. Never allow pins or clips to be used in fastening the 
carbon copy to the original letter, or for papers going into the permanent 
files. Pins tear the paper, and slip out; clips often fasten on to other sheets, 
and in this way you may lose sight of an important letter or paper. The 
best method is to use paste, fasten the carbon copy to the letter which it 
answers, using as little paste as may be required to adhere properly. 

Transfer Files. As the vertical filing cabinets come in sections, they can 
be added to as occasion and needs require, and in this way the files running 
back through years can stand side by side, for easy reference access. In the 
larger firms there is often a special filing room, where the rows of cabinets 
are arranged along the walls according to the years. Where it is necessary 
to transfer the files, however, then inexpensive light board boxes of the exact 
size and arrangement of the original, can be purchased at small expense. 
The entire file should be lifted out and transferred to the box, without any 
disturbance of the Index. These extra files should be arranged according to 
their years, in some convenient place, so that there may be no difficulty in 
scuring letters or papers running back through the history of the business. 



106 

Temporary Filing. Even though the "box file" may be considered out of 
date for regular filing, the desk of each stenographer should be furnished 
with the "temporary" box file, into which she can slip the accumulation of 
answered letters or bills for the day, without any attempt at division into 
subjects. The filing clerk, in the larger offices, goes about from desk to 
desk collecting these "temporary" files, which are emptied and the contents 
filed according to a more complicated system explained later. In the smaller 
offices, of course, it is the duty of the stenographer or the secretary to attend 
to the filing. The only danger in the use of the "temporary" file, is in allowing 
papers to accumulate for too long a period before consignment to their regular 
divisions in the permanent files. 

File Labels. The drawers of files should be plainly marked with labels, 
bearing information as to the subject, class of letters, etc., also the date of 
opening and closing the file, i. e. : — the date of the first and last letter or paper 
inserted in the file. In this way a certain year or month can be reached in 
the files without loss of time. 

(For Illustrations herewith, and for other courtesies shown, we are indebted to Yawman 
& Erbe Mfg. Co., of Rochester, N. Y.) 



LESSON XXX 



THE EMPLOYE'S DEPORTMENT IN THE BUSINESS OFFICE 

Training for Efficiency. The stenographer, bookkeeper, or office clerk, 
who has the ambition of reaching the 100% mark in business efficiency, 
must first of all cultivate the correct office deportment. A quiet and pleasing 
personality, neatness of dress, and a manner which is agreeable without being 
either effusive or flippant, — all this is within the power of every young man 
or woman to acquire, and in the office it is an absolutely necessary part of 
one's business equipment. 

To know how to answer the telephone efficiently, to meet office callers 
with dignity and courtesy, and to be able to give out information with 
intelligence and discretion, should be a part of the business training of every 
young man or woman who plans to make his or her way successfully in the 
business world. 

Realizing that it is not enough that a graduate should be 100% efficient 
in stenography, bookkeeping, or secretarial or machine work, the Massey 
Business Colleges give, in addition to the usual business college training, a 
special and supplementary drill in office deportment. With this experience 
to fortify him, a Massey stenographer gains the necessary business poise and 
confidence which enables him to seek his first position without the usual 
marks of inexperience. 

How to Progress. There are several points that you should bear in mind 
with special clearness. One is that thoroughness in every detail of your 
work is essential to the best progress. The science of business, so far as it 
relates to the "routine" side, is exact. There is no guesswork about it. The 
results you obtain are either right or wrong. There is no mystery about it 
It is simply system and order. 

Initiative. You should remember that initiative is a great factor in 
business. Some one has said that "the world reserves the best prizes for 
the man with initiative." The next best thing to doing a thing without being 
told is doing it when you have been told once. Strive to cultivate these 
faculties. Always think of the reason why. If you can add speed to these, 
you will have an invincible combination. 

Habit of Doing Good Work. A great many stenographers pride themselves 
on turning out a good piece of work, which is very frequently the result of 
repeated copying. They do not realize the loss of time nor the waste of 



108 



MASSEY S 



stationery involved in producing it. Wasting time in doing your work is a 
mere habit. It is just as easy to learn to do a thing right as to get in the 
wrong habit. Concentrate your mind on what you are doing. You will soon 
form the habit of doing things right the first time you try. In transcribing 
make it your aim to get out a correct transcription on the first attempt. You 
will not have time in actual business to write your letters a second time. 

The more your work has to be checked up by others, the less valuable it is. 
We are all down on the time book for $5.00 a day ; but one reason why some 
receive less in their envelopes is because the cash is held back to pay some 
one else for looking after them, laying out the work and holding them to their 
tasks. The less supervision required, the more pay ; and the more supervision 
required, the less pay. Try to do a day's work in a day. 



HOW TO ARRANGE A BUSINESS LETTER ATTRACTIVELY - 

Appearance. The appearance of a letter has so strong a bearing on the 
general effect produced upon the reader, that the importance of attractive 
appearance is now so generally recognized, that whatever thought is given 
to this feature of letter writing may be made to yield large returns. Since 
this particular feature is in the hands of the stenographer, he should take a 
personal pride in doing his part of the work. The employer is responsible 
for the ideas embodied in the letter; but the stenographer is responsible for 
its appearance. 

Even Touch. The first requisite in typewriting is an even touch. With- 
out this, no matter how well arranged a letter may be, it will not create a 
good impression. The typist should give a clear, sharp impression, and the 
writing should be uniform. Particular care should be given to the touch 
on the punctuation marks to avoid puncturing the paper. The lines should 
be as nearly of one length as it is possible to get them. Few beginners ap- 
preciate how much these little details mean to the appearance of the whole 
letter. 

Proper Balance. The letter should present a proper balance on the letter- 
head. It should neither be crowded to the top of the page, nor dropped to the 
bottom. The letter should be so placed on the sheet as to leave practically 
an even margin all around the writing. In order to place the letter properly 
on the page, the typist should determine from his notes the length of the 
letter, and whether to use single or double spacing. Estimating the space 
required is a very simple matter. By taking an average page of your notes 
and typing them out, you can get a basis of comparison, and with the exercise 
of a little judgment you will soon be able to determine accurately the space 
required. 



LETTER WRITING 109 

THE TELEPHONE AND ITS USE 

The Telephone is one of the most important factors in building up the 
success of a business, and a heavy responsibility rests upon the office girl 
or stenographer whose duty it is to handle the telephone calls. Every time 
you answer the telephone, the person at the other end of the wire forms his 
judgment of your business office. To him you are its official representative. 

Ask yourself this question: What is my telephone personality? Is it 
pleasing or disagreeable? Does my voice inspire confidence or distrust? 
Do my words convey a desire to serve and to please, or do they show im- 
patience and annoyance? Is my manner friendly and solicitous, or is it 
indifferent? 

Remember that every telephone call you handle must have one of two 
results. It must either attract or detract. It either adds to the prestige 
of your business office and to your employer, or it subtracts. 

There are many instances where inefficient, peevish, or discourteous tele- 
phone messages have resulted in the loss for all time of a valuable customer. 

Efficiency in handling telephone calls means that you must : 

Answer the telephone promptly and pleasantly; 

Put the tone of "How can I serve you?" into your voice, and not the 
impatient tone of "Now what do you want?" 

Listen carefully, concentrate your attention on the call, so that the person 
at the other end of the line will not have to repeat. If you cannot under- 
stand the message, use a courteous phrase in asking for its repetition ; 

Never, under any circumstances, let the least suggestion of irritability 
creep into your voice or manner; 

Always begin answering the telephone by giving the name of your office 
clearly and briefly. This is far more businesslike and efficient than the 
customary "Hello." For instance, when the telephone rings, take up the 
receiver and call into the transmitter, "Brown & Jones." The person at 
the other end of the wire can then begin his message without preliminary 
waste of time. 

Reference List. Upon first going into a business office, you should com- 
pile a list of the customary calls used by that office, and endeavor to learn 
this list by heart, so that when your employer asks you to call "Mr. Brown" 
or "Smith & Brown" it will not be necessary for you to say "What is his 
number?" Instead you can go quietly and efficiently about your business 
of getting the person on the phone. When after the interval of putting 
through your telephone call, you have gotten "Mr. Brown" on the phone, do 
not call out to your employer "He's on the phone" — instead, give your in- 



110 massey's 

formation in a businesslike manner, as "Mr. Brown on the phone." By- 
using the name, your employer is immediately reminded of the person and 
his message. These are some of the little things that count so greatly in 
the saving of time and in efficiency in using the telephone. 

In most business offices the stenographer has an electric button to press 
as a signal to her employer to answer the telephone, and of course in the 
larger business concerns there is a regular local telephone exchange, but in 
the smaller offices the responsibility of attending to the telephone calls rests 
entirely upon the stenographer. 

The telephone is a great convenience, a remarkable time saver, a real 
business getter. It is absolutely indispensable in modern business. Remem- 
ber this at all times, and never for a moment regard it in the light of a 
nuisance or as something that interrupts you or takes your time from your 
duty. Taking care of your telephone calls is a real, vital part of your business 
duties. 

Do Not Use the Telephone for Social Calls. Office employes should not 
use the telephone for personal messages during business hours. If a call 
comes over the telephone for one of the office employes, the stenographer 
must use her judgment in delivering the message at the proper time. 

Office Routine. Give yourself plenty of time in the mornings and at the 
noon hour to reach your office when you are expected. In this way you 
avoid considerable vexation and embarrassment by arriving late. 

Upon going into an office, endeavor to acquaint yourself with all the 
general details of the business; keep your eyes and ears open, not from 
curiosity, but with a show of interest, and your employer will reward your 
knowledge substantially with increases in your salary as you prove your 
ability and worth to the business. 

All visitors and callers at the office should be met with a dignified courtesy 
and their business despatched efficiently. Ascertain whom they wish to see, 
and deliver the card or the name on a slip of paper, to your employer. It 
becomes almost a daily duty of the stenographer or secretary to handle 
visitors tactfully, to ward off "bores" who consume the employer's valuable 
time, and to decide upon the immediacy of messages or calls. In other 
words, the stenographer becomes the business man's "buffer" between him 
ancl the interruptions of the outside world. 

Delivering Messages. When your employer gives you a message or en- 
trusts you with a commission to be performed, listen carefully to his instruc- 
tions, so that it will not be necessary to ask him to repeat his words. It is 
very irritating to a business man to have his stenographer or office girl 
habitually repeat his words after him. Occasionally, it is true, in case of 



LETTER WRITING 111 

an important message, this method is necessary to insure accuracy, but en- 
deavor always to hear right the first time, and perform the service accurately 
and efficiently. 

Example. — "Tell Mr. Brown to meet me at his office at two o'clock 
Thursday." 

(Incorrect.) "You say tell him to meet you at his office? What time 
did you say? You said Thursday, didn't you?" By this time your employer 
may not have lost his temper, — but your inefficiency is registering itself on 
his brain. 

The correct way to receive this message is to listen attentively, — to repeat 
to yourself for the sake of accuracy the most salient points in the message, 
"Mr. Brown, at his office, 2 o'clock, Thursday." Then put the message 
through, and give your employer, — on a slip of paper preferably, Brown's 
answer. When Thursday comes, see that you are ready to remind your 
employer of this or other engagements ; don't wait for him to ask this service 
of you. 

The valuable stenographer is not only the one who can take down her 
shorthand notes rapidly, and transcribe them with neatness and accuracy, but 
added to this she should cultivate her memory for the little things, she should 
have certain matters of information on the tip of her tongue when needed, 
and she should keep tab on matters requiring attention from day to day. 



TAKING DICTATION 

In lieu of dictating the names and addresses on letters, it is customary 
with most business men to number the letters which are being answered, 
the stenographer taking the corresponding number in her note book. This 
method is quicker, more simple, and avoids error in transcribing. 

Always look out carefully for street numbers, R. F. D. numbers, box num- 
bers, and any special addresses that may be given in the letters you are 
answering. Many a stenographer makes her fatal blunder when she gets an 
incorrect or insufficient address on her envelope. The letter, which, may 
have required a prompt answer, comes back after the course of time to the 
employer's desk, — a procedure not calculated to enhance the value of the 
stenographer's services. 

Most business men, in dictating their correspondence, use the phrase "In 
re: — " which should be transcribed exactly as shown here, the subject matter 
following. Where this method is used throughout the letter, the eye can run 
down the page and pick out easily the various subjects. 



LESSON XXXI 



TRAINING FOR THE SECRETARIAL POSITION 

The Private Secretary. One of the most attractive and lucrative openings 
offered to the business trained young man or woman, is the secretarial posi- 
tion. This work carries with it a certain amount of prestige, both in the 
business and the social world; the duties are pleasant and varied, the asso- 
ciations are of high order, and there are frequent opportunities for travel and 
for broadening one's education. 

Requires a Post Stenographic Training. The stenographer who has an 
ambition to become a private secretary must receive a post-stenographic 
training that will prepare him or her for a degree of efficiency not only in 
stenography, but there must be some knowledge of bookkeeping, with a 
varied and intensive training in office deportment and office management. 
The Massey Secretarial Course is especially designed for young people of 
either sex, who are qualified to train for positions of responsibility and trust, 
and who are capable of developing the necessary initiative and efficiency for 
executive duty. College men and women, High School graduates, and public 
school teachers, are especially fitted for secretarial training. 

Age Not a Handicap. One unjustly visualizes the average stenographer 
as a young, — perhaps somewhat irresponsible person, who keeps one eye on 
her dictation, the other following the hands of her wrist watch. Occasionally 
the stenographer is "working for money," only, in which case she doesn't 
expect to remain long in the business, and its affairs are not of vital interest 
to her. Perhaps she answers her purpose for the time being, and later going 
into the business of housekeeping, makes a better and more reasonable "help- 
mate" because of her business experience. Perhaps she is influenced by the 
fear, that she may grow too old to retain her business position; but the 
young woman who goes into the business world with the expectation of 
"making good" has nothing to fear in the way of handicaps of sex or age. 
The secretary improves in efficiency as she gains in experience, and by 
reason of increasing years, she lends a certain dignity to her calling. 



THE MORE INTIMATE DUTIES OF THE PRIVATE SECRETARY 

Meeting Office Callers, One of the important duties of^ the secretary is 
to meet office callers, and to ascertain the business of calling. This should 
be done in an agreeable and tactful manner, but always with the necessary 
amount of business dignity. The secretary who is unduly familiar, or who 



LETTER WRITING 113 

tries to inject the personal note in her interviews, is unfitted for her position 
of responsibility. 

Transacting Business. The secretary must be able to decide upon the 
importance of the business of a caller, and whether or not it warrants a per- 
sonal interview with her official. She should exercise judgment in giving out 
business information. It is considered the duty of the secretary to transact 
such business as might properly be handled by her, as representative, thereby 
saving an enormous drain upon her official's time. To give out information 
indiscreetly is sometimes a tragic mistake ; on the other hand, to show 
unwillingness in giving legitimate information is an offense. The secretary's 
judgment must be cultivated to such an extent that she can rely on it in cases 
of emergency. 

Answering the Telephone. The advice given elsewhere under the heading, 
"The Employe's Deportment in the Business Office," applies to the secretary 
as well as to the stenographer or general office girl — the only difference being 
that in the larger offices, where the secretary is at the head of a corps of office 
assistants, the office or telephone girl takes and receives the telephone mes- 
sages, referring them to the secretary. In the smaller offices it is often the 
custom for the secretary to handle the telephone messages direct. The 
secretary should be able to conduct business either personally or by telephone, 
as the intelligent representative of her official. 

Office Mail and Telegrams. By the regular separation of the office mail 
for the various departments, the personal mail of her official is laid on the 
secretary's desk. That which is known to be purely personal, she places 
unopened upon his desk. All other letters are opened by her, sorted according 
to their degree of importance, and laid in their basket on the official's desk, 
ready for his dictation. Such mail as can be answered without his dictation 
is handled directly by the secretary. All telegrams are delivered to the 
secretary and acted upon by her according to the immediacy of their messages. 

Office Management. In the larger offices the secretary will have one or 
more assistants under her direction. In such cases it is necessary for her to 
employ office help, and to give the necessary office training which pertains to 
the particular business. The secretary is answerable for the amount and class 
of work turned out, for errors committed in her department and for the 
degree of efficiency developed by employes under her charge. The official 
depends upon his secretary to give his stenographers the necessary training 
for taking his dictation, or for performing such other work as may be included 
uTthe duties of the stenographer. 

Office Discipline. The secretary is responsible for the business atmosphere 
of her office or department. She should so conduct herself toward those 
under her as to secure the proper order and attentiveness to business. The 
work should be systematized, and should move along smoothly and quietly. 



114 massey's 

The secretary should first exercise her judgment in the employment of office 
help, — and the choice once made, she should show patience and wisdom in her 
methods of training. 

Filing. The secretary is responsible for the condition of the files, whether 
the filing is done directly by her, as in the smaller offices, or by a filing clerk 
under her instruction and supervision. Very frequently the secretary must 
devise her own filing system, according to the particular needs of the business. 
See special chapter on "Filing." 

Importance of Accuracy. Probably no other mistake in a business office 
is capable of creating the panic that arises when some important business 
letter or paper gets buried in the files. The misplacing of a contract or of a 
bill may cost the firm hundreds of dollars ; the inability to produce a paper 
from the files promptly is a sign of inefficiency. "Something wrong some- 
where in this office" will be the verdict, and the effects are usually serious. 

Memory. There are numerous Memory Systems that are advertised in the 
backs of the magazines nowadays. From reading these advertisements it 
would seem that one can accumulate a prodigious number of facts for the 
nominal sum of $50; but no business man cares whether or not his secretary 
can perform such acrobatic memory stunts as reciting, for instance, the list of 
Presidents of the United States, with dates. What he requires in the way of 
memory is an accumulation of facts more intimately related to the business. 
The secretary should have at her tongue's end names, dates and references 
iwhich her employer is likely to need ; she should be able to tell without looking 
in the files, preferably, to whom he sold a piece of property a year ago, and 
what his profit on the deal was. She should be able to recognize business 
callers at a glance, and remind her chief of names which have slipped his 
memory. All this efficiency is a matter of training, resulting mainly from a 
habit of observation. Make it a rule to fix certain dates, certain faces and 
names in the mind as they are presented, and you will be rewarded in the 
course of months with a plentiful storage. 

Memory "Ticklers." To the uninitiated, it may seem a stupendous feat of 
the memory to be able to produce a business paper or a piece of information 
on a certain date several months or a year in the future, but this is not an 
accomplishment of the memory so much as the result of "office system." 
Beside the secretary's desk there stands a convenient "date file," containing 
a drawer for each month of the year. A paper that will be required next 
January, for instance, is produced at the right time by automatic reference to 
this file. There are also daily reminders, or "ticklers," described in the chapter 
on "Filing." 

Current Events and Happenings. The secretary should have a store of 
information on events of the day, names of persons of local and national 
prominence and officers of the City Government or of the Civic Clubs of the 



LETTER WRITING 115 

city. For such information it is necessary to keep up with local and national 
news items as given in the newspapers and other periodicals. 

Desk Tray. The employer's desk equipment includes a row of wooden 
trays, in mahogany or oak, to match the desk, and into which are placed 
letters, papers and memoranda intended for certain persons connected with 
the business. On each tray is a label bearing the names of the person to whom 
the contents are to be delivered. It is the duty of the stenographer, or some- 
times of the secretary, to deliver the contents of such trays to the proper desk. 
Upon receiving her tray, the secretary sorts the papers according to certain 
reference "hieroglyphics" jotted thereon. Most business firms invent their 
own notation systems, according as their needs arise. For instance, in one 
firm the capital letters A/M mean "Ask me" ; the initials R/B, "Refer to Mr. 
Bruce"; R/M, "Refer to Mr. Massey" ; H — Jan. i, 23, means "Hand me January 
1, 1923"; etc. There is no difficulty in reading these cabalistic signs, as 
their invention is usually an evolution resulting from daily usage. 

"Growing to" the Business. The stenographer or secretary who loves her 
work, and gives her sincerest interest to the business of her employer, in the 
course of time, "grows to" the business heart and soul. Only by regarding the 
business as her own can she reap the richest rewards from her work. Often 
this intimacy of work and interest reflects itself in her character and bearing. 
A clever little story was told recently by the secretary of a Southern capitalist, 
which amusingly illustrates an exaggeration of this point. The secretary was 
taking lunch at a certain tea room, and the waiter, a young colored girl, was 
all blandishments and smiles: 

"Ain't you-all kin to Mr. Seymour Jones, 
Miss?" she asked unctuously. 

"Why — I'm his secretary" was the enlight- 
ening answer. 

"There now, I just know'd you was kin," 
exclaimed the waitress delightedly, "you-all 
sho does favor." 

Health and Efficiency. To love your work you must have the vitality to 
give yourself to it, and to do this effectively you must have a plentiful amount 
of health. Health and Efficiency are closely related, and without the two, 
success is difficult of accomplishment. The Business Woman, particularly, 
should adopt certain rules for the preservation of her health, and should let 
nothing deter her from carrying out her health program. She should arise in 
the mornings in sufficient time to walk a part of the distance, if possible, to 
her work; she should wear shoes that guard against dampness, and she should 
mix a judicious amount of recreation with her work, to give a pleasing variety 
to life. A good night's sleep, however, is necessary to a good day's work in 
the office, and a business woman should rarely sacrifice rest to entertainment. 



116 massey's 

JUST A FRIENDLY WORD OF ADVICE 

Your First Position. When you go out to accept your first position, you 
are starting upon your career in the business world, and the habits which you 
form at the outset will greatly affect your degree of success later on. One of 
the first requirements of the business office is regularity of attendance and 
promptness each day in taking up one's duties. You will be expected to form 
the habit of working quietly, without unnecessary talking or conversation, and 
of doing whatever work is assigned to you cheerfully and to the very best of 
your ability. There are always short and efficient methods of doing work, — 
keep your eyes open for the best and quickest way of performing your duties, 
without any sacrifice of neatness or accuracy. 

Be Industrious. Usually your work will be assigned to you in advance, — 
where you are inexperienced or new to the business, — and there need be no 
delay in beginning promptly when you arrive in the mornings. Having finished 
one piece of work, start on something else without the necessity of being 
reminded or urged. If your employer gets the idea that you are allowing gaps 
of idleness to intervene between your moments of industry, he will soon lose 
confidence in your loyalty. He may not tell you that he is dissatisfied with 
your services, but he will find some excuse, most likely, to make a change. 
The business man shirks his duty when he fails to give his real reasons for 
discharging an employe, but the average man prefers to invent some pleasant 
excuse rather than risk a disagreeable interview. 

Be Businesslike During Business Hours. You are not expected to en- 
courage visitors to the office for a friendly chat, or for the discussion of some 
social affair ; nor is it businesslike to loiter in the halls or near your office on 
your way in or out of the building. 

Consider the telephone as a service for which your employer has to pay. 
Only in case of absolute necessity should you use the telephone for your own 
personal needs. Some important business message may be delayed on its way 
to your employer by your monopoly of the telephone. 



LESSON XXXII 



MISCELLANEOUS 

Writing for the Press. Most people in this age of general intelligence 
have occasion to write for publication; to write notices, advertisements, etc. 
It is important therefore that the pupil should have some .general idea regard- 
ing the rules for writing to the press, correcting copy, etc. Write on but one 
side of the paper and express yourself clearly and according to the rules of 
rhetoric. Be certain that your words are correctly spelled and your sentences 
punctuated correctly. Typewritten copy, double spaced, is preferable to pen 
written. ; i ! |j % 

In writing for the press clearness and conciseness are of prime importance. 
Space in a newspaper is a valuable commodity ; typesetting costs money ; and 
these, as well as other considerations, put upon the writer the duty of making 
his communications brief and to the point. When copy is "set up" by the 
printer, impressions of the printed matter, called "proof sheets," are taken by 
hand. These usually contain various mechanical errors that have been made 
By the typesetter, and are corrected in the office. A "revised proof" is then 
often sent to the author for any further corrections that he may wish to make. 
Reading these proof sheets for the purpose of noting and marking errors is 
called "proof reading," and the errors are indicated in the margin of the 
sheets by means, of certain conventional marks and signs. The following list 
contains the more important of these, with an explanation of their use: 



MARKS USED IN PROOF READING 



X Change bad letter. 
J. Push down space. 
9 Turn over. 
£ Takeout (dele). 
A Left out; insert. 
■#" Insert space. 
V Even spacing 
w Less space. 
C Close up entirely. 



O Period. 
*/ Comma. 
(D Colon. 
y Semicolon. 

V" Apostrophe. 
Hy Quotation. 
y Hyphen. 
^/ Straighten lines. 



£3 Move over. 
Q Em quad space. 
/— y One-emdash. 
/£-£- /Two-em dash 

II Paragraph. 

No^[ No paragraph. 
UJyf. Wrong font. 



Let it stand, 

$tet. Let it stand. 

tr. Transpose. 

Caps Capital letters. 

s. c. Small caps. 

I. e. Lower case or 
small letters. 

Ital. Italics. 

Rom. Roman. 



Courtesy in Correspondence. There's no one thing that pays bigger divi- 
dends than courtesy in correspondence. The man who uses a "scrubbing 
brush" in his letters finds that the "suds" fly into his own eyes. The story is 
worth repeating of the merchant who wrote the following letter to a creditor 
whose account was long overdue : 



118 

"Mr. Cassidy : Who bought that bill of goods of us ? You. Who promised 
to pay in sixty days? You. Who's a dirty loafer? Yours truly, Isadore 
Rosenbaum." 

A Hastily Written, brisk letter often injures the possibility of business and 
creates a wrong impression. A successful business man was heard to remark 
that when there was a temptation to reply in like manner to a discourteous 
letter the matter should always be put to one side till the next day. As a rule, 
the "cooling off" process makes a material difference in the reply to such a 
letter. Dr. Burton, in one of his letters, writes: 

"When your feelings are hurt, keep still till you recover from your excite- 
ment, at any rate. Things look differently through an unagitated eye. In a 
commotion once I wrote a letter and sent it, and wished I had not. In my later 
years I had another commotion, and wrote a long letter; but life had rubbed a 
little sense into me and I kept that letter in my pocket against the day when 
I could look it over without agitation and without tears. I was glad I did ; 
less and less it seemed necessary to send it. I was not sure it would do any 
harm, but in my doubtfulness I leaned to reticence and eventually it was 
destroyed." 

The Effects of a Courteous Letter. When we receive a courteous letter our 
first impression is that there is a gentleman behind that letter. 

But looking at the matter from another standpoint: When we meet a 
person face to face and ask for information, we acknowledge the courtesy 
with thanks. When one inquires of us for enlightenment on some subject, a 
reply is expected, even though it be but a nod of the head or a simple "yes" 
or "no." But in correspondence these courtesies are, unfortunately, lacking 
many times. Why should we not be as courteous by mail as in person? 

An Unanswered Letter is a source of annoyance to all parties concerned. 
In these days, when business men are paying more attention to system and 
correct business methods, promptness in correspondence is essential to the 
proper adjustment of office records. 

Uniform courtesy and equitable dealing among business men promote 
confidence and prosperity. Be fair with a fair man and he'll be fair with you. 

Things To Avoid. Previous to this lesson you have been instructed in 
what to do to become a good correspondent. In this lesson you will be taught 
some things you must avoid. 

1. Avoid the use of cheap stationery. Remember that your letter is your 
representative, and that you are going to be judged not only by the manner 
in which the letter is written, but also by the quality of the paper used. 

2. Avoid blots, erasures, soiled paper and envelopes. Neatness is very 
essential, and is an important feature in success. Rewrite your letter as many 
times as may be necessary to secure accuracy and neatness. 



LETTER WRITING 119 

3. Avoid the use of "2nd" for "2d," "3rd" for "3d," and the character "&" 
for "and." The character "&" is used only in firm names and advertisements. 
It should never occur elsewhere. 

4. Avoid the frequent use of the pronoun "I." 

5. Avoid all stereotyped and obsolete phrases as, "I am in receipt of yours 
of," "I take my pen in hand," etc. 

6. Avoid all needless abbreviations. It is incorrect to say "Gents" for 
"Gentlemen," or "Yours, etc." for "Yours truly." 

7. In business correspondence write on one side of the sheet only. If a 
second sheet is necessary to finish your letter, write at the top of the second 
sheet the initials of the firm to which you are writing, and the date, and page 2. 

8. Avoid uneven margins, crooked lines, colored ink, and, above all, flour- 
ishes, unless you are a professional penman and propose writing an ornate 
letter. 

9. Read your letter before mailing. Examine the envelope to see if it is 
completely and properly directed. 

10. Do not forget that it is unlawful to enclose a matter of a higher class 
in one which is lower. As, for instance, merchandise in newspapers, or letters 
in newspapers, etc., without additional postage. 

11. When you fail to receive an expected answer to your letter, do not 
charge your correspondent with discourtesy or dishonesty, or the postoffice 
department with carelessness, until you have had time to investigate the 
facts. 

12. In sending parcels through the mails be sure that they are properly 
wrapped. If there is any letter of instruction to accompany the package, it 
should be sent under separate cover under first class postage. 

13. Do not fail to enclose a stamp or stamped envelope when you write a 
person on business which concerns you solely or is for your benefit. It is not 
the value of the stamp, but the courtesy of the act, which is important. 

14. Do not write anonymous letters. No self respecting person would be 
guilty of such an act. If you do not have the courage to sign your name to 
your letter, do not write it. If you receive an anonymous letter, treat it with 
contempt. The author of the letter is a coward or else he would sign his 
name. 

15. Do not use pencil writing in your correspondence. While a letter 
written with pencil is legal, it is unbusinesslike to use a pencil in correspond- 
ence. Anything written with a lead pencil may be readily changed and a 
dishonest or designing person is thus enabled to practice fraud in many cases. 



LESSON XXXIII 



ABBREVIATIONS 



A. or a. Adjective, acre, altho ; in com- 
merce, accepted, 

a. or @. (L. ad.) To or at. 

A. B. (L. Artium Baccalaureus.) Bachelor 
of Arts. 

abbr. Abbreviated ; abbreviation. 

abr. Abridgment. 

ace, acct., or a\c. Account. 

acct. cur. Account current. 

acct. sales. Account of sales. 

A\. First-class. 

A.D. (L. Anno Domini.) In the year of 
our Lord. 

a. d. After date. 

ad or adv. Advertisement. 

ad inf. (L. ad infinitum.) Without limit. 

ad int. (L. ad interim.) In the meanwhile. 

Adjt. Adjutant. 

ad lib. (L. ad libitum.) At pleasure. 

admr. Administrator. 

admx. Administratrix. 

adv. Advocate ; advent ; adverb. 

Af. Africa; African. 

ae. or aet. (L. aetatis.) Of age; aged. 

A.F. A.M. Ancient Free and Accepted 
Masons. 

agt. Agent. 

alt. Altitude ; alternate. 

A.M. (L. Artium Magister.) Master of 
Arts. (L. ante meridian.) Before noon. 
(L. anno mundi.) In the year of the 
world. 

Am., Amer. America; American; Ameri- 
cana. 

Amt. Amount. 

an. (L. anno.) In the year. 

Anon. Anonymous. 

Ans. Answer. 

app. Appendix. 

Apr. April. 

A.R.A. Associate of the Royal Academy. 

Arith. Arithmetic. 

Asst. Assistant. 



At. or A tty. Attorney. 
Atty.-Gen. Attorney-General. 
Aug. August. 
A. V. Authorized Version. 
avoir. Avoirdupois. 



B 



b. Born. 

B.A. British America; Bachelor of Arts. 

bal. Balance. 

bbi. or bbls. Barrel, barrels. 

B.C. Before Christ. 

B.C.L. Bachelor of Civil Law. 

B.D. Bachelor of Divinity. 



bdls. 


Bundles. 


B.I. 


British India. 


Bib. 


Bible; biblical. 


biog. 


Biography. 


bk. 


Bank ; book. 


B.L. 


Bachelor of Laws. 


b\l. 


Bill of lading. 


bor. 


Borough. 


bot. 


Bought. 


Bp. 


Bishop. 


Br. 


Britain; British. 


Brig 


Brigade ; brigadier. 


Bro. 


Brother. 


b\s. 


Bill of sale. 


bu. 


Bushel. 



bxs. Boxes. 



c. Cents. 

c\o. In care of. 

Cat. California; calendar. (L. calendae.) 

Calends. 
Cap. Capital. (L. caput.) 
Capt. Captain. 
Cash. Cashier. 
cat. Catalog. 

Cath. Catholic ; Catherine. 
C. C. Circuit Court ; Chancery Cases ; Coun- 
| ty Court; County Commissioner. 



LETTER WRITING 



121 



c. c. Contra credit. 

C. E. Civil engineer. 

ccn. Century; central. 

Cent, or C. (L. centum.) A hundred. 

cf. (L. confer.) Compare. 

c.f.i. Cost, freight, and insurance. 

C.H. Court house; custom house. 

Ch. Church; chancery. 

chap. Chapter. 

char. Charter. 

Chem. Chemistry. 

chron. Chronology. 

cit. Citation ; citizen. 

Civ. Civil. 

C. J. Chief Justice. 

ck. Cask; check. 

CI. Clergyman. 

elk. Clerk. 

C.O.D. Cash (or collect) on Delivery. 

Col. Colonel; Colorado; Columbia. 

Coll. College; collector. 

coll. Colleague. 

Com. Commissioner ; commodore ; commit- 
tee; commerce; commentary; commissary; 
commonwealth. 

comdg. Commanding. 

comp. Compare ; comparative ; compound. 

con. (L. contra.) Against; in opposition. 

Cong. Congress; congregation; Congrega- 
tionalist. 

Const. Constable; constitution. 

contr. Contraction. 

Cor. Sec. Corresponding Secretary. 

C. P. Court of Probate ; Common Pleas. 

Cr. Credit ; creditor. 

C. S. — Court of Sessions ; Clerk to the Sig- 
net. (L. Custos Sigilli.) Keeper of the 
Seal. 

Ct. Count; court; Connecticut. 

ct. Cent. 

cts. Cents. 

cwt. (L. centum, 100, and E. zveight.) A 
hundredweight. 



D 



d. Day ; died ; dine ; daughter ; deputy ; de- 
gree. (L. denarius or denarii.) A penny 
or pence. 

d. or dol. Dollar. 

D.B. Day book. 

D. C. District of Columbia. (It. Da Capo.) 
Again, or from the beginning. 

D.C.L. Doctor of Civil (or Canon) Law. 



d. d. Days after date. 

D.D. (L. Divinitatis Doctor.) Doctor of 

Divinity. 
D. D. S. Doctor of Dental Surgery. 
Dec. December. 
dec. Declaration ; declension. 

def. Definition. 
deft. Defendant. 

deg. Degree. 

Del. or del. (L. de ineavit.) He, or she, 
drew it — affixed to draughtsman's name. 
Delaware ; delegate. 

Dem. Democrat ; Democratic. 

Dep. or Dept. Deputy; department; deponent. 

diff. Different ; differs. 

dft. Defendant; draft. 

diam. Diameter. 

Diet. Dictionary; dictator. 

dig. Digest. 

dioc. Diocese ; diocesan. 

disct. Discount. 

dist. District. 

Dist.Atty. District Attorney. 

div. Dividend; division; divide; divided; 
divisor. 

D.L.O. Dead Letter Office. 

D.M. Doctor of Music. 

D. M. D. Doctor Dental Medicine. 

do. (It. ditto.) The same. 

do Is. Dollars. 

doz. Dozen. 

Dpt. Deponent; department. 

Dr. Debtor ; Doctor. 

dr. Dram. 

d. s. Days after sight. 

D. V. (L. Deo volente.) God willing. 

dwtf. Daily (and) weekly till forbidden. 

divt. (L. denarius and E. weight.) Penny- 
weight. 



E 



E. Earl; east. 

ea. Each. 

E. & O. E. Errors and omissions excepted. 

Ed. Editor ; edition. 

E. E. Errors excepted ; Ells English. 

E. E. and M. P. Envoy Extraordinary and 

Minister Plenipotentiary. 
e. g. — (L. exempli gratia.) For example. 
E. I. East Indies, or East India. 
elec. Electricity; electrical. 
eng. Engineer ; engraver. 
e. o. d. Every other day. 



122 



MASSEYS 



eq. Equal; equivalent; equity. 

Esq. or Esqr. Esquire. 

et al. (L. et alibi.) And elsewhere. (L. 

et alii or aliae.) And others. 
etc. or &c. (L. et caeteri, caeterae, or caet- 

era.) And others; and so forth. 
et seq. (L. et sequentes, or et sequentia.) 

And the following. 
Exc. Excellency; exception. 
Exch. Exchequer; exchange. 
Exec, or Exr. Executor. 
Execx. or ex'x. Executrix. 
Exod. Exodus. 
exp. Export; exporter. 



F. Fahrenheit ; France ; French ; Friday. 

/. Franc; florin; farthing; foot; folio. 

Fahr., Fah., or F. — Fahrenheit. 

F.A.S. Fellow of the Society of Arts; 
Fellow of the Antiquarian Society. 

fcp. or fcap. Foolscap. 

Feb. February. 

fern. Feminine. 

fig. Figure, figures ; figuratively. 

fin. Financial. 

jo. or fol. Folio. 

/. o. b. Free on board. 

Fr. France; French. 

F. R. G. S. Fellow of the Royal Geograph- 
ical Society. 

F. R. C. S. Fellow of the Royal College of 
Surgeons. 

F. R. S. Fellow of the Royal Society. 

F. R. S. E, Fellow of the Royal Sodety, 
Edinburgh. 

F. R. S. L. Fellow of the Royal Society of 
Literature; Fellow of the Royal Society, 
London. 

F. S. A. Fellow of the Society of Arts. 

ft. Foot; feet; fort. 

Fth. Fathom. 

fur. Furlong. 



Ga. Georgia. 

gal. Gallon ; gallons. 

G.A.R. Grand Army of the Republic. 

G. B. Great Britain. 

G. B. & I. Great Britain and Ireland. 

Gen. General; Genesis. 

gen. Genitive; generally. 



G. F. A. or Gen. Frt. Agt. General Freight 
Agent. 

G. P. A. or Gen. Pass. Agt. General Pas- 
senger Agent. 

G. T. A. or Gen. Tick. Agt. General Ticket 
Agent. 

Geo. George. 

Geog. Geography. 

Geol. Geology; geologist. 

Ger. German ; Germany. 

G.M. Grand Master. 

Gov. Governor. 

G. P. O. General Postoffice. 

gr. Great ; gross ; grain ; gram. 

G. T. Good Templars ; Grand Tyler. 



H 



H. Hydrogen. 

h. High ; height ; harbor ; husband ; hour ; 
hours. 

Hab. corp. (L. habeas corpus.) You may 
have the body. 

H.B.M. His (or Her) Britannic Majesty. 

hdkf. Handkerchief. 

H. E. Hydraulic Engineer. 

hf. chts. Half chests. 

hg. Hektogram. 

H.H. His Holiness (the Pope); His (or 
Her) Highness. 

hhd. Hogshead. 

H.I.H. His (or Her) Imperial Highness. 

hist. History. 

H.M. His (or Her) Majesty; Home Mis- 
sion. 

H.M.S. His (or Her) Majesty's Steamer, 
Ship, or Service. 

Hon. Honorable. 

H.P. Horse power. 

H. R. House of Representatives ; home rule. 

H.R.H. His (or Her) Royal Highness. 

hund. Hundred. 



ib.,ibid. (L. ibidem.) In the same place. 

id. (L. idem.) The same. 

i. e. (L. id est.) That is. 

/. H. S. (L. Iesus [or Jesus] Hominum 

Salvator.) Jesus the Saviour of Men. 
in. Inch; inches. 

incog. (L. in cognito.) Unknown. 
Ind. Indiana; India; Indian; index. 



LETTER WRITING 



123 



if. Infinitive; infantry. (L. infra.) Be- 
neath, below, or hereinafter. 

in loc. (L. in loco.) In its place. 

inst. Instant — in the present month; insti- 
tute ; institution. 

int. Interest. 

inter j. Interjection. 

In trans. (L. in transitu.) In the passage. 

inv. Invoice. 

I. O. G. T. Independent Order of Good 
Templars. 

I. O. O. F. Independent Order of Odd Fel- 
lows. 

/. O. U. I owe you — an acknowledgment for 
money. 

i. q. (L. idem quod.) The same as. 

isl. Island. 

It. or Ital. Italian ; Italic. 



/. Judge or Justice. 77. Justices; Judges. 

j\a. Joint account. 

Ian. January. 

las. James. 

/. C. Justice Clerk. 

Ino. John. 

los. Joseph. 

/. P. Justice of the Peace. 

I.Prob. Judge of Probate. 

Ir.,jr., or lun. Junior. 

lur. Jurisprudence; jurist. 



K 



K. Knight; king; kilogram (kilo.) Potas- 
sium (kaliutn) ; carat. 
Ken. or Ky. Kentucky. 
K. G. Knight of the Garter. 
Knt. or Kt. Night. 



L. or /. Lord ; Latin ; lady ; low ; lake ; line. 

lb. or Tb. (L. libra.) A pound in weight. 

L.,l.,or£. A pound sterling. 

La. Louisiana. 

Lat. or L. Latin. 

lat. Latitude. 

L. C. Lower Canada. 

l\c. — Letter of credit. 

/. c. Lower case. (L. loco citato.) In the 

place before cited. 
led. Ledger. 



leg. or Legis. Legislature. 

L.I. Long Island; Light Infantry. 

lib. (L. liber.) Book. 

Lib. Library; librarian. 

Lieut, or Lt. Lieutenant. 

lit. Literal ; literature. 

LL. B. (L. Legum Baccalaureus.) Bach- 
elor of Laws. 

L. D. (L. Legum Doctor.) Doctor of 
Laws. 

loc. cit. (L. loco citato.) In the place cited. 

long. Longitude. 

loq. (L. loquitur.) Speaks. 

L.S. Left side. (L. Locus Sigilli.) Place 
of the Seal. 

L. S. D. (L. librae, solidi, denarii.) Pounds, 
shillings, pence. 



M 



M. Monday ; Marquis ; Monsieur ; morning ; 
(L. mille) thousand; (L. merides) me- 
ridian, noon. 

M . or m. Masculine ; meter ; moon ; month ; 
months; minute, minutes; mill, mills; 
mile, miles; a thousand. (5m=5,000.) 

M. A. Master of Arts; Military Academy. 

Maj. Maj or. 

Manuf. Manufacture ; manufacturer. 

Mar. March. 

mas., masc. Masculine. 

Matt. Matthew. 

M. B. (L. Medicinae Baccalaureus.) Bach- 
elor of Medicine. 

M. C. Member of Congress ; Master of 
Ceremonies. 

M. D. (L. Medicinae Doctor.) Doctor of 
Medicine. 

M. E. Methodist Episcopal ; Military or 
Mechanical Engineer; Most Excellent. 

Me. Maine. 

M. D. S. Master of Dental Surgery. 

med. Medical ; medicine. 

mem. Memorandum ; remember. 

Messrs. or M.M. (F. Messieurs.) Gentle- 
men ; Sirs. 

Mgr. Monsignor. 

Mich. Michigan. 

min. Minute ; mining. 
• Mile. Mademoiselle. 

mm. Two thousand. 

Mme. Madame. (pi., Mmes., Mesdames.) 

mo. Month. 

mod. Modern. 



124 



MASSE Y S 



Mori. Monday. 

M.P. Member of Parliament; Member of 

Police. 
Mr. Master or Mister. 
Mrs. Mistress or Missis. 
m.s. Months (after) sight. 
MS. Manuscript. 
MSS. Manuscripts. 
Mt. Mount or Mountain. 
Mus. D., Mus. Doc, or Mus. Doct. Doctor 

of Music. 



N 



N. North. 

n. Noun; neuter; nail, nails. 

N. A. North America. 

A r at. National. 

N. B. New Brunswick. (L. nota bene.) 

Note well or take notice. 
N. E. Northeast. 
N. F. Newfoundland. 
N.Mex. New Mexico. 
n. I. (L. non liquet.) It appears not; the 

case is not clear. 
No. (L. Numero.) Number. 
Nol.pros. (L. nolle prosequi.) Unwilling 

to prosecute or proceed. 
nom. Nominative. 
non con. Not content; dissenting. 
non pros. (L. non prosequitur.) He does 

not prosecute — a judgment entered against 

the plaintiff when he does not appear to 

prosecute. 
non seq. (L. non sequitur.) It does not 

follow. 
Nos. Numbers. 
Nov. November. 
N.P. Notary Public. 

N.S. Nova Scotia; New Style (since 1752). 
N. T. New Testament. 
n. u. Name unknown. 

o 

O. Ohio. 

obj. Objective; objection. 
obs. Observation; observatory; observe; ob- 
solete. 
Oct October. 
O.K. All correct. 
Ont. Ontario. 

Ore. (Official, Or eg.) Oregon. 
O.S. Old Style, (previous to 1752). 
02. Ounce or ounces. 



p. Part ; page ; phosphorus ; pint ; pole ; 

piano. 
par. Paragraph ; parallel. 
payt. Payment. 
pd. Paid. 

P. E. Protestant Episcopal ; Presiding Elder. 
P.E.I. Prince Edward Island. 
Per an. (L. per annum.) By the year. 
per cent., per ct. (L. per centum.) By the 

hundred. 
Phar. Pharmacy. 
Ph. B. (L. Philosophiae Bac cat aureus.) 

Bachelor of Philosophy. 
Ph.D. (L. Philosophiae Doctor.) Doctor of 

Philosophy. 
P. I. Philippine Islands. 
pk. Peck. 
pkgs. Packages. 
pi. Plural ; place. 
plff. Plaintiff. 
P.M. Post-Master. (L. post meridian.) 

Afternoon. 
P. M. G. Postmaster-general. 
P. O. Postoffice. 
P. O. D. Pay on Delivery. 
P. O. O. Postoffice Order. 
Port. Portugal ; Portuguese. 
pp. Pages. 
pph. Pamphlet. 
pref. Preface, prefix. 
prep. Preposition. 
Pres. President. 
Presb. Presbyterian. 
Prof. Professor. 
pron. Pronoun. 
pro tern. (L. pro tempore.) For the time 

being. 
Prov. Proverbs ; provost ; province. 
prox. (L. proximo.) Next or next month. 
P.S. (L. post scriptum.) Postscript. 
Ps. Psalm or Psalms. 
ps. Pieces. 

pt. Pint ; part ; payment. 
pub. Public; publisher. 
pulv. (L. pulvus.) Powder. 
pwt. Pennyweight. 



Q 



Q. Quintal; question; query. 

q. d. (L. quasi dicat.) As if he should say. 



LETTER WRITING 



125 



q. e. d. (L. quod erat demonstrandum.) 

Which was to be demonstrated. 
Q. M. G. Quartermaster General. 
qr. Quarter (28 pounds); farthing; quire. 
p.s. (L. quantum sufficit.) A sufficient 

quantity. 
qt. Quart; quantity. 
qu. Question ; quarter. 
qu. or qy. (L. quaere.) Query. 
quar. Quarterly; quarter. 
Que. Quebec. 
q.v. (L. quantum vis.) As much as you 

will. (L. quod vide.) Which see. 



R 



R. Reaumer. (L. rex.) King. (L. regina.) 
Queen. 

r. Railroad; reports; rod; rood. (L. rec- 
ipe.) Take. 

Rad. (L. radix.) Root; radical. 

R. C. Roman Catholic. 

Rec. or R. Recipe. 

Rec. Sec. Recording Secretary. 

ref. Reformed ; reformer ; reformation ; ref- 
erence. 

reg. Registry; regular. 

rem. Remark. 

Rep. Representative. 

rep. Reporter ; reported. 

Rev. Reverend. 

rev. Revise. 

R. R. Railroad. 

R.S.V.P. (F. Responded s'il vous plait.) 
Answer if you please. 

Rt. Hon. Right Honorable. 



S. South ; sign ; saint ; sulphur ; Sunday ; 

scribe ; shilling. 
$. Dollar; dollars. 
5". A. South America ; South Africa ; South 

Australia. 
Sat. Saturday. 
s. c. Small capitals. 

scil, or sc. (L. scilicit.) To wit; namely. 
Sec. Secretary. 
sec. Second ; section. 
Sec. Leg. Secretary of Legation. (L. .SV- 

cundum Legem.) According to Law. 
Sen. Senate ; senator ; senior. 
Sep. or Sept. September. 



seq. (L. sequentia.) The following; the 

next. 
ser. Series. 
serv. or servt. Servant. 
sh. Shilling. 
sing. Singular. 
S.L. or L.S. (L. sigillum locum.) Place 

for the seal. 
S.M. State Militia; Short Meter; Sergeant 

Major. 
s. o. Seller's option. 
S.M.I. (F. Sa Majeste Imperiale.) His 

(or Her) Imperial Majesty. 
sq.ft. Square feet. 
Sr. Senior. 
S.S. Sunday school; Saint Simplicius (the 

mark on the collar of the Chief Justice of 

England) ; steamship. 
st. Store. (L. stet.) Let it stand. 
St. Saint; statute; street; strait. 
Stat. Statute; statuary. 
ster., stg. Sterling. 
Sun. or Sund. Sunday. 
sup. Superior; supplement. 
Supt. Superintendent. 
Surg. Surgeon ; surgery. 
Switz. Switzerland. 



T. Tuesday ; territory. 

t. township ; tenor ; town ; ton. 

tal. qual. (L. talis qualis.) Just as it comes 

average quality. 
Thurs. or Th. Thursday. 
tier. Tierce. 

t. i. d. Three times a day. 
Tit. Title. 
tp. Township. 
tr. Translation; transpose. 
Tr. Treasurer; trustee. 
Treas. Treasurer. 
typ. or typo. Typographer. 



u 



U.K. United Kingdom. 

tilt, or ulto. (L. ultimo.) Last, or of the 

last month. 
Univ. University ; Universalist. 
U. P. United Presbyterian. 
U.S.A. United States of America; United 

States Army. 



126 



MASSEY S 



U.S.M. United States Mail. 
U.S.M.A. United States Military 

emy. 
U. S. N. United States Navy. 



Acad- 



v. Verse ; verb ; vocative ; volume ; violin ; 
village. (L. versus, against; L. vide, see.) 
Va. Virginia. 
Vet. Veteran; veterinary. 
V. G. Vicar General ; Vice Grand. 
Vice-Pres. Vice-President. 
vid. (L. vide.) See. 
vis. (L. videlicet.) Namely; to wit. 
vol. Volume. 
V.P. Vice President. 
vs. (L. versus.) Against or in opposition. 



w 



W. West ; Welsh ; Wednesday ; warden. 

Wash. Washington. 

Wed. Wednesday. 

Whf. Wharf. 

wf. Wrong font — in printing. 

W.'I. West India; West Indies. 

W. Lon. West Longitude. 

W.M. Worshipful Master. 

wt. Weight. 



y. or yr. Year. 
Yd. or yd. Yard. 



z. Zero ; zone. 
Zn. Zinc. 
Zool. Zoology. 



CENSUS OF 1920 



CITIES OF THE UNITED STATES WITH MORE THAN 12,000 
INHABITANTS ARRANGED BY STATES 



ALABAMA 

Birmingham 178,270 

Mobile 60,777 

Montgomery 43,464 

Bessemer 18,674 

Anniston 17,734 

Selma 15,607 

Gadsden 14,737 



ARIZONA 

Phoenix 29,053 

Tucson 20,292 



ARKANSAS 

Little Rock 65,030 

Fort Smith 28,811 

Pine Bluff 19,280 

N. Little Rock 14,048 



CALIFORNIA 

Los Angeles 576,673 

San Francisco 508,410 

Oakland 216,361 

San Diego 74,683 

Sacramento 65,857 

Berkeley 56.036 

Long Beach 55,593 

Pasadena 45,354 

Fresno 44,616 

Stockton 40,296 

San Jose 39,604 

Alameda 28,806 

Vallejo 21,107 

Santa Barbara 19,441 

Riverside 19,341 

San Bernardino 18,721 

Bakersfield 18,638 

Richmond 16,843 

Santa Ana 15,485 

Santa Monica 15,252 

Glendale 13,536 

Pomona 13,505 

Eureka 12,923 



COLORADO 

Denver 256,491 

Pueblo 42,908 

Colorado Springs 30,105 



CONNECTICUT 

New Haven 162,519 

Bridgeport 143,538 

Hartford 138,036 

Waterbury 91,410 

New Britain 59,316 

Stamford 40,057 

Meriden 34;739 

Norwich 29,685 

Norwalk 27,700 

New London 25,688 

Danbury 22,325 

Middletown 22,129 

Greenwich 22,123 

Torrington 22,055 

Bristol 20,620 

Manchester 18,370 

Ansonia 17,643 

Orange 16,614 

Naugatuck 15,051 

Windham 13,801 

Stratford 12,347 

Willimantic 12,330 

Wallingford 12,010 



DELAWARE 
Wilmington : 110,168 

DISTRICT OF 
COLUMBIA 

Washington 437,571 

FLORIDA 

Jacksonville 91,558 

Tampa 51,252 

Pensacola 31,035 

Miami 29,549 

Key West 19,039 

St. Petersburg 14,237 

GEORGIA 

Atlanta 200,616 

Savannah 83,252 

Macon 52.925 

Augusta 52,548 

Columbus 31,125 

Waycross 18,068 

La Grange 17,038 

Athens 16,748 

Brunswick 14,413 

Rome 13,252 



IDAHO 

Boise 21,393 

Pocatella 15,001 



ILLINOIS 

Chicago 2,701,705 

Peoria 76,121 

East St. Louis 66,740 

Rockford 65,651 

Springfield 59,183 

Cicero 44,995 

Decatur 43,818 

Oak Park 39,830 

Joliet 38,406 

Evanston 37,215 

Aurora 36,397 

Quincy 35,978 

Rock Island 35,177 

Danville 33,750 

Moline 30,709 

Bloomington 28,725 

Elgin 27,454 

Belleville 24,823 

Alton 24.682 

Galesburg 23,834 

Freeport 19,669 

Chicago Heights 19,653 

Waukegan 19,226 

Kankakee 16,753 

Kewanee 16,026 

Champaign 15,873 

Jacksonville 15,713 

Cairo 15,203 

Streator 14,779 

Granite City 14,757 

Berwyn 14,150 

Mattoon 13,552 

La Salle 13,050 

Centralia 12,491 

Pekin 12,086 

Maywood 12,072 

INDIANA 

Indianapolis 314,194 

Fort Wayne 86,549 

Evansville 85,264 

South Bend 70,983 

Terre Haute 66,083 

Gary 55,378 

Muncie 36,524 

Hammond 36,004 

East Chicago 35,967 

Kokomo 30,067 

Anderson 29,767 

Richmond 26,765 



128 



MASSEY S 



Elkhart 24,277 

Marion 23,747 

New Albany 22,992 

Lafayette 22,466 

Logansport 21,626 

Michigan City 19,457 

Vincennes 17,160 

Mishawaka 15,195 

Laporte 15,158 

New Castle 14,458 

Huntington 14,000 

Peru 12,410 



IOWA 

Des Moines 126,468 

Sioux City 71,227 

Davenport 56,727 

Cedar Rapids 45,556 

Dubuque 39,141 

Waterloo 36,230 

Council Bluffs 36,162 

Clinton 24,151 

Burlington 24,057 

Ottumwa 23,003 

Mason City 20,065 

Fort Dodge 19,347 

Muscatine 16,068 

Marshalltown 15,731 

Keokuk 14,423 

Boone 12,451 

Fort Madison 12,066 



KANSAS 

Kansas City 101,177 

Wichita 72,128 

Topeka 50,022 

Hutchinson 23,298 

Pittsburgh 18,052 

Leavenworth 16,912 

Parsons 16,028 

Salina 15,085 

Coffeyville 13,452 

Atchison 12,630 

Lawrence 12,456 



KENTUCKY 

Louisville 234,891 

Covington 57,121 

Lexington 41,534 

Newport 29,317 

Paducah 24,735 

Owensboro 17,424 

Ashland 14,729 

Henderson 12,169 



LOUISIANA 

New Orleans ....... .387,219 

Shreveport 43,874 

Baton Rouge 21,782 



Alexandria 17,510 

Lake Charles 13,088 

Monroe 12,675 

MAINE 

Portland 69,272 

Lewiston 31,791 

Bangor 25,978 

Biddeford 18,008 

Auburn 16,985 

Bath 14,731 

Augusta 14,114 

Waterville 13,351 



MARYLAND 

Baltimore 733,826 

Cumberland 29,837 

Hagerstown 28,066 

MASSACHUSETTS 

Boston 748,060 

Worcester 179,754 

Springfield 129,563 

New Bedford 121,217 

Fall River 120,485 

Lowell 112,759 

Cambridge 109,694 

Lynn 99,148 

Lawrence 94,270 

Somerville 93,091 

Brockton 66,138 

Holyoke 60,203 

Haverhill 53,884 

Maiden 49,103 

Quincy 47,876 

Newton 46,054 

Chelsea 43,184 

Salem 42,529 

Pittsfield 41,751 

Fitchburg 41,013 

Everett 40,120 

Medford 39,038 

Brookline 37,748 

Taunton 37,137 

Chicopee 36,219 

Waltham 30,915 

Revere 28,823 

Gloucester 22,947 

Beverly 22,561 

North Adams 22,282 

Northampton 21,951 

Watertown 21,457 

Leominster 19,744 

Attleboro 19,731 

Peabody 19,552 

Arlington 18,665 

Westfield 18,604 

Melrose 18,204 

Framingham 17,033 

Gardner 16,971 

Newburyport 15,618 

Greenfield 15,462 



Winthrop 15,455 

Methuen 15,189 

Weymouth 15,057 

Marlborough 15,028 

Southbridge 14,245 

Milford 13,471 

West Springfield 13,443 

Webster 13,258 

Plymouth 13,045 

Wakefield 13,025 

Clinton 12,979 

Adams 12,967 

Norwood 12,627 

MICHIGAN 

Detroit 993,739 

Grand Rapids 137,634 

Flint 91,599 

Saginaw 61,903 

Lansing 57,327 

Kalamazoo 48,858 

Hamtramck 48,615 

Jackson 48,374 

Bay City 47,554 

Highland Park 46,499 

Muskegon 36,570 

Battle Creek 36,164 

Pontiac 34,273 

Port Huron 25,944 

Ann Arbor 19,516 

Ironwood 15,739 

Wyandotte 13,851 

Escanaba 13,103 

Marquette 12,718 

Owasso 12,575 

Benton Harbor 12,233 

Holland 12,166 

Sault Ste. Marie 12,096 

MINNESOTA 

Minneapolis 380,582 

St. Paul 234,595 

Duluth 98,917 

Winona ............ 19,143 

St. Cloud 15,873 

Hibbing 15,089 

Virginia 14,022 

Rochester 13,722 

Mankato 12,469 

MISSISSIPPI 

Meridian :.... 23,399 

Jackson 22,817 

Vicksburg 17,931 

Hattiesburg 13,270 

Laurel 13,037 

Natchez 12,608 

MISSOURI 

St. Louis 772,897 

Kansas City 324,410 

St. Joseph 77,939 

Springfield 39,631 



LETTER WRITING 



129 



Joplin 29,855 

Sedalia 21,144 

Hannibal 18,950 

Jefferson City 14,490 

Moberly 12,803 

MONTANA 

Butte 41,611 

Great Falls 24,121 

Billings 15,100 

Missoula 12,668 

Helena 12,037 

NEBRASKA 

Omaha 191,601 

Lincoln 54,934. 

Grand Island 13,960 

NEVADA 

Reno 12,016 

NEW HAMPSHIRE 

Manchester 78,384 

Nashua 28,379 

Concord 22,167 

Berlin 16,104 

Portsmouth 13,569 

Dover 13,029 

NEW JERSEY 

Newark 414,216 

Jersey City 297,864 

Paterson 135,866 

Trenton 119,289 

Camden 116,309 

Elizabeth 95,682 

Bayonne 76,754 

Hoboken 68,166 

Passaic 63,824 

East Orange 50,710 

Atlantic City 50,682 

Perth Amboy 41,707 

West Hoboken 40,608 

Orange 33,268 

New Brunswick 32,779 

West New York 29,926 

Montclair 28,810 

Plainfield 27,700 

Kearny 26,724 

Clifton 26,470 

Irving 25,480 

Bloomfield 22,019 

Union 20,651 

Garfield . 19,381 

Hackensack 17,667 

Phillipsburg 16,923 

Harrison 15,721 

Belleville 15.660 

West Orange 15,573 

Millville 14,691 

Bridgeton 14,323 

Long Branch 13,521 



Asbury Park 12,400 

Gloucester 12,162 

NEW MEXICO 

Albuquerque 15,157 

NEW YORK 

New York 5,621,151 

Buffalo 506,775 

Rochester 295,750 

Syracuse 171,717 

Albany 113,344 

Yonkers 100,226 

Utica 94,156 

Schenectady 88,723 

Troy 72,013 

Binghamton 66,800 

Niagara Falls 50,760 

Elmira 45,305 

Mount Vernon 42,726 

Jamestown 38,917 

New Rochelle 36,213 

Auburn 36,192 

Poughkeepsie 35,000 

Amsterdam 33,524 

Watertown 31,285 

Newburg 30,366 

Kingston 26,688 

Rome 26,341 

Oswego 23,626 

Cohoes 22,987 

Gloversville 22,075 

Lockport 21,308 

White Plains 21,031 

Olean 20,506 

Dunkirk 19,336 

Middletown 18,420 

Lackawanna 17,918 

Ithaca 17,004 

Glens Falls 16,638 

Port Chester 16,573 

Watervliet 16.073 

Peekskill 15,868 

Corning 15,820 

N. Tonawanda 15,482 

Hornell 15,025 

Geneva 14,648 

Ogdensburg 14,609 

Batavia 13,541 

Cortland 13,294 

Saratoga Springs .... 13.181 

Fulton 13.043 

Little Falls 13,029 

NORTH CAROLINA 

Winston-Salem 48,395 

Charlotte 46,338 

Wilmington 33,372 

Asheville 28,504 

Raleigh 24,418 

Durham 21,719 

Greensboro 19,861 

High Point 14,304 



Salisbury 13,884 

Gastonia 12,871 

Rocky Mount 12,742 

Newbern 12,198 

NORTH DAKOTA 

Fargo 21,961 

Grand Forks 14,010 

OHIO 

Cleveland 796.836 

Cincinnati ' 401,247 

Toledo 243,109 

Columbus 237,031 

Akron 208,435 

Dayton 152,559 

Youngstown 132,358 

Canton 87,091 

Springfield 60,840 

Lakewood 41,732 

Lima 41,306 

Hamilton 39,675 

Lorain 37,295 

Portsmouth 33,011 

Zanesville 29,569 

Steubenville 28,508 

Marion 27,891 

Mansfield 27,824 

East Cleveland 27,292 

Warren 27,050 

Newark 26,718 

Norwood 24,966 

Middletown 23,594 

Sandusky 22,897 

Ashtabula 22,082 

Alliance 21,603 

East Liverpool 21,411 

Elyria 20,474 

Barberton 18,811 

Massillon 17,428 

Findlay 17,021 

Chillicothe 15,831 

Cleveland Hts 15,236 

Marietta ' 15,140 

Bellaire 15,061 

Piqua 15,044 

Lancaster 14,706 

Tiffin 14,375 

Ironton 14,007 

Cambridge 13,104 

Niles 13,080 

Kenmore 12,683 

Fremont 12,468 

OKLAHOMA 

Oklahoma City 91,258 

Tulsa 72,075 

Muskogee 30,277 

Okmulgee 17,430 

Enid 16,576 

Shawnee 15,348 

Bartlesville 14,417 

Ardmore 14,181 

McAlester 12,09? 



130 



MASSEY S 



OREGON 

Portland 258,288 

Salem 17,679 

Astoria 14,027 



PENNSYLVANIA 

Philadelphia 1,823,158 

Pittsburgh 588,193 

Scranton 137,783 

Reading 107,784 

Erie 93,372 

Harrisburg 75,917 

Wilkes-Barre 73,S33 

Allentown 73,502 

Johnstown 67,327 

Altoona 60,331 

Chester 58,030 

Lancaster 53,150 

Bethlehem 50,358 

York 47,512 

McKeesport 45,975 

New Castle 44,933 

Williamsport 36,198 

Easton 33,813 

Norristown 32,319 

Hazleton 32,277 

Shenandoah 24,726 

Lebanon 24,643 

Wilkensburg 24,403 

Butler 23,778 

Nanticoke 22,614 

Pottsville 21,876 

Sharon 21,747 

Washington 21,480 

Oil City 21,274 

Shamokin 21,204 

Braddock 20,879 

Homestead 20,452 

Dunmore 20,250 

Duquesne 19,011 

Carbondale 18,640 

Pittston 18,497 

Monessen 18,179 

Mount Carmel 17,469 

Pottstown 17,431 

McKees Rock 16,713 

Plymouth 16,500 

Sunbury 15,721 

Uniontown 15,692 

Mahanoy City 15,599 

Farrell 15,586 

Bradford 15,525 

Greensburg 15,033 

North Braddock 14,928 

Meadville 14,568 

Coatesville 14,515 

Warren 14,256 

Donora 14,131 

Connellsville 13,804 

Dubois 13,681 

Steelton 13,428 

Chambersburg . . 13,171 

Beaver Falls 12,802 

Ambridge 12,730 



Woodlawn 12,495 

Tamaqua 12,363 

Old Forge 12,237 

Berwick 12,181 



RHODE ISLAND 

Providence 237,595 

Pawtucket 64,248 

Woonsocket 43,496 

Newport 30,255 

Cranston 29,407 

Central Falls 24,174 

East Providence 21,793 

West Warwick 15,461 

Warwick 13,481 

SOUTH CAROLINA 

Charleston 67,957 

Columbia 37,524 

Greenville 23,127 

Spartanburg 22,638 

SOUTH DAKOTA 

Sioux Falls 25,176 

Aberdeen 14,537 

Lil ; i illJ*. 

TENNESSEE 

Memphis 162,351 

Nashville 118,342 

Knoxville 77,818 

Chattanooga 57,895 

Jackson 18,860 

Johnson City 12,442 

TEXAS 

San Antonio 161,379 

Dallas 158,976 

Houston 138,076 

Fort Worth 106,482 

El Paso 77,543 

Galveston 44,255 

Beaumont 40,422 

Wichita Falls 40,079 

Waco 38,500 

Austin 34,876 

Laredo 22,710 

Port Arthur 22,251 

Denison 17,065 

Ranger 16,205 

Amarillo 15,494 

Sherman ■ 15,031 

Marshall 14,271 

Cleburne 12,820 

Greenville 12,384 

Tyler 12,085 

UTAH 

Salt Lake City 118,110 

Ogden 32,804 



VERMONT 

Burlington 22,779 

Rutland s . . . 14,954 

VIRGINIA 

Richmond 171,667 

Norfolk 115,777 

Portsmouth 54,387 

Roanoke 50,842 

Newport News 35,596 

Petersburg 31,002 

Lynchburg 29,956 

Danville 21,539 

Alexandria 18,060 

WASHINGTON 

Seattle 315,652 

Spokane 104,437 

Tacoma 96,965 

Everett 27,644 

Bellingham 25,570 

Yakima 18,539 

Walla Walla 15,503 

Aberdeen 15,337 

Vancouver 12,637 

WEST VIRGINIA 

Wheeling 54,322 

Huntington 50,177 

Charleston 39,608 

Clarksburg 27,869 

Parkersburg 20,050 

Fairmount 17,851 

Bluefield 15,282 

Martinsburg 12,515 

Morgantown 12,127 

WISCONSIN 

Milwaukee 457,147 

Racine 58,593 

Kenosha 40,472 

Superior 39,624 

Madison 38,378 

Oshkosh 33,162 

Green Bay 31,017 

Sheboygan 30,955 

La Crosse 30,363 

Fond du Lac 23,427 

Beloit 21,284 

Eau Claire 20,880 

Appleton 19,561 

Wausau 18,661 

Janesville 18,293 

Manitowoc 17,563 

West Allis 13,765 

Marinette 13,610 

Waukesha 12,558 

WYOMING 

Cheyenne 13,829 



LESSON XXXIV 



POSTOFFIGE RULES AND REGULATIONS 

Classification of Domestic Mail Matter 

Domestic mail matter is divided into four classes. The first class includes 
all written matter, all matter closed against inspection, and all matter, though 
printed, which has the nature of actual and personal correspondence, except 
that certain writing or printing may be placed upon matter of the second, 
third and fourth classes without increasing the rate. 

The second class includes all newspapers and periodicals which bear the 
authorized statement : "Entered at the postoffice as second class mail matter," 

The third class includes all printed matter upon paper not having the 
nature of actual, personal correspondence, except newspapers and periodicals 
bearing the statement: "Entered at the postoffice as second class matter." 

The fourth class includes all merchandise and all other matter not com- 
prehended in the first, second and third classes. 

Matter of a higher class enclosed with matter of a lower class subjects the 
whole package to the higher rate. 

Domestic mail matter includes all matter deposited in the mails for local 
delivery or for transmission from one place to another within the United 
States, or to or from possessions of the United States. 

Porto Rico and Hawaii are included in the term "United States." The 
Philippine Archipelago, Guam, Tutuila (including all adjacent islands of the 
Samoan group which are possessions of the United States), and the Canal 
Zone are included in the term "possessions of the United States." The term 
"Canal Zone" includes all the territory purchased from Panama, embracing 
the "Canal Zone" proper and the islands in the Bay of Panama named Perico, 
Xaos, Culebra and Flamenco. 

Domestic rates of postage also apply to mail matter sent from the United 
States to Canada, Mexico, Cuba and the United States Postal agency at 
Shanghai, China. 



132 



MASSEY S 



Classification and Postage Rates 



The postage rate on first class matter is two cents for each ounce or frac- 
tion, limit of weight four pounds ; United States postal cards, one cent each ; 
post cards, one cent each. The first class matter includes letters, United States 
postal cards, post cards manufactured by private persons, all matter sealed or 
otherwise closed against inspection, and all matter wholly or partly in writing, 
whether sealed or unsealed. 

Typewriting and carbon and letter press copies thereof are written matter, 
subject to the first class rate. A printed communication having the character 
of actual, personal correspondence is regarded as a letter. 

On second class matter the rate is one cent for each four ounces or fraction, 
full prepayment required, no limit of weight. 

A special provision is made whereby publishers or news agents may 
secure a different rate of postage on second class matter by application to the 
postofnce department. 

On third class matter, unsealed, the rate is one cent for each two ounces or 
fraction, full prepayment required, limit of weight four pounds, except it be a 
single book. 

On fourth class matter the rate is one cent for each ounce or fraction, 
except on seeds, bulbs, roots, scions and plants. 



Prepayment of Postage 

Postage due stamps, internal revenue stamps or embossed stamps cut from 
mailing by stamps affixed, except as follows : 

(a) Letters of United States soldiers, sailors and marines when marked 
"Soldier's letter," "Sailor's letter" or "Marine's letter,' as the case may be, and 
signed thereunder by a commissioned officer with his name and official desig- 
nation. ' 

(b) A letter bearing only a special delivery stamp. This provision applies 
fo special delivery letters only. 

(c) First class matter, prepaid one full rate (two cents). 

In each of the above cases the matter will be forwarded to destinations and 
the unpaid postage collected, on delivery, at single rates only. 

(d) Matter of the third and fourth classes mailed in quantities of not less 
than 2,000 identical pieces, upon which postage is paid in money. For informa- 
tion concerning the regulations governing such mailings, inquiry should be 
made of the postmaster. 



LETTER WRITING 133 

Postage due stamps, internal revenue stamps or embossed stamps cut from 
stamped envelopes, or stamps cut from postal cards will not be accepted in 
payment of postage. 



Drop Letters 

1. A "drop" letter is one addressed for a delivery at the office where 
mailed. 

2. Drop letters mailed at letter carrier offices, or at offices which are not 
letter carrier offices if rural free delivery has been established and the persons 
addressed can be served by rural free delivery carriers, are subject to postage 
at the rate of two cents for each ounce or fraction 

3. "When mailed for delivery at postoffice where the letter carrier service is 
not established, or at offices where the patrons cannot be served by rural free 
delivery carriers, the rate is one cent for each ounce or fraction thereof. 

4. There is no drop rate on mail matter other than letters. 

5. A request upon a drop letter for its return to the writer at some other 
postoffice, if unclaimed, cannot be respected unless it has been prepaid with 
one full rate of postage (two cents). 

6. Letters mailed at a postoffice for delivery to patrons thereof by star 
route carrier, and those deposited for mailing in boxes along a star route for 
collection by such carrier, are subject to postage at the rate of two cents an 
ounce or fraction thereof. 



United States Postal Cards 

1. United States Government postal cards are entitled to all the privileges 
of letters except that of return to the sender when undeliverable. 

2. They must not bear any printing or writing on the address side other 
than the name and address of the addressee and such ordinary index marks 
as the sender may employ to identify the correspondent. 

3. The address may be written or printed, or an address label not exceed- 
ing three-fourths of an inch by 2 inches in size may be used. A similar address 
label may be pasted to the message side. The words "To be called for," or 
any proper description of the person addressed (not in the nature of an 
advertisement), are regarded as part of the address. 

4. Any matter, except as above, on the address side of a postal card, or any 
mutilation thereof by splitting, cutting, defacing, enameling, bronzing or 
pasting any matter to either the address or message side renders the stamp 
impressed thereon valueless. Postal cards so mutilated when mailed must be 



134 massey's 

prepaid by stamps affixed as follows : If the message be wholly or partly in 
writing, two cents; wholly in print, one cent. 

5. A postal card with a statement of account written thereon, or a legal 
notice that taxes are due, or about to become due, may be transmitted in the 
mails when such statement or notice does not contain anything reflecting 
injuriously upon the conduct or character of a person, or threat of any kind, 
or any other matter forbidden by law. 

6. Postmasters are authorized to redeem, in postage stamps or other 
stamped paper only, and from the original purchasers, unused, uncancelled 
and unserviceable postal cards at 75 per cent of their face value. Parts or 
pieces of postal cards are not redeemable. When the redemption value of the 
cards includes the fraction of a cent such fraction will accrue to the depart- 
ment. 

7. Each unused half of a "reply" postal card will be regarded as one single 
card. 

8. Remailed postal cards wholly or partly in writing are subject to a new 
prepayment of two cents postage. 



Post Cards (Private Mailing Cards) 

1. Any cards issued by private persons bearing on the address side the 
words "United States," or "United States of America," in similitude of the 
regular United States postal cards, are unmailable at any rate of postage. 

2. Post cards manufactured by private parties bearing either written or 
printed messages are transmissable in the domestic mails prepaid one cent, 
and in the mails of the Postal Union prepaid two cents each, by stamps 
affixed, when they conform to the following conditions : 

3. Each card must be an unfolded piece of cardboard substantially of the 
quality and weight of paper used in the government postal card and must not 
be larger in size than 3 T 9 g by 5 T 9 e inches, nor smaller than 2^ by 4 inches. 

4. The cards may be of any color which does not interfere with a legible 
address and postmark. Each card must bear the words "Post Card" at the top 
of the address side, unobstructed by any other matter; said words to be placed 
thereon in conspicuous letters in such a manner as not to interfere with a 
perfectly distinct address and postmark. 

5. Very thin pieces of paper may be attached to them on condition that 
they completely adhere to the card. Cards bearing particles of glass, metal, 
mica, sand, tinsel or other similar substances will not be accepted for mailing 
except when enclosed in envelopes. 



LETTER WRITING 135 

6. Advertisements and illustrations in any color may be printed upon 
either or both sides of a post card, but the same when on the face must not 
interfere with a perfectly distinct address and postmark. 

7. Post cards prepared by printers for sale should bear in the upper right- 
hand corner of the face in an oblong diagram the words, "Place postage stamp 
here," and across the bottom the words, "This side for the address." 

8. Cards bearing the words "Post card," but which do not conform to the 
conditions mentioned, are chargeable with postage according to the character 
of the message — at the letter rate if wholly or partly in writing or the third 
class rate if entirely in print. 

9. A single hole, not exceeding T 5 e of an inch in diameter may be punched 
for filing purposes in post cards conforming to the above conditions. 

10. Post cards may be remailed to the same address upon a new prepay- 
ment of one cent postage. 

11. Folded advertising cards and other matter entirely in print, arranged 
with a detachable part bearing on the inner side the words "Post card" and 
intended to be used as such in making reply are mailable as third class matter. 



Unmailable Matter 

Unmailable domestic matter; that is, matter which is prohibited admission 
to the mails under any circumstances, includes : 

1. All matter illegibly, incorrectly, or insufficiently addressed. 

2. All transient second class matter and all matter of the third and fourth 
classes not wholly prepaid ; and letters and other first class matter not prepaid 
one full rate (two cents). 

3. All first class, third class (except a single book), and fourth class 
matter weighing over four pounds. 

4. All matter harmful in its nature, as poisons, explosive or inflammable 
articles, live or dead (but not stuffed) animals and reptiles, fruits or vege- 
tables liable to decomposition, guano, or any article exhaling a bad odor, 
vinous, spirituous or malt liquors, and liquids liable to explosion, spontaneous 
combustion, or ignition by shock or jar, such as kerosene oil, naptha, benzine, 
etc. 

5. All obscene, lewd or lascivious matter, and every article or thing in- 
tended, designed or adapted for any indecent or immoral purpose, or for the 
prevention of conception or procuring abortion. 

6. All matter bearing upon the outside cover or wrapper or upon its face 
any delineations, epithets, terms or language of an indecent, lewd, lascivious, 



136 massey's 

obscene, libelous, scurrilous, defamatory or threatening character, or cal- 
culated by the terms or manner or style of display, and obviously intended to 
reflect injuriously upon the character of another. 

7. All matter concerning any lottery, so called gift concert, or other enter- 
prise of chance, or concerning schemes devised for the purpose of obtaining 
money or property under false pretenses. 



Delivery of Mail Matter 

1. The delivery of letters is controlled by rules and regulations of the 
Post-office department, the object of which is to insure and facilitate such 
delivery to the persons for whom the letters are intended. In the case of 
registered letters, the persons applying for them, if not known, will be required 
to prove their identity. 

2. When a letter arrives at a postoffice addressed to one person in the care 
of another, and the postmaster has received no instructions from the person 
for whom it is intended, it is his duty to deliver it to the first of the two 
persons named in the address who may call for it. 

3. Parents or guardians may control the delivery of mail addressed to 
minors, except when they do not depend upon parent or guardian for support. 



Special Delivery 

1. • A special delivery stamp, in addition to the lawful postage, secures the 
immediate delivery of any piece of mail matter at any United States postoffice 
within the letter carrier limits of free delivery offices and within a one-mile 
limit of any other postoffice. 

2. Special delivery can be effected only by the use of the special delivery 
stamp. 

3. Hours of delivery : From 7 A. M. to 11 P. M. at all free delivery offices, 
and from 7 A. M. to 7 P. M. at all other offices, or until after the arrival of the 
last mail at night, provided that be not later than 9 P. M|. Special delivery 
mail must be delivered on Sundays as well as on other days, if postoffice is 
open on Sundays. 

4. If special delivery fails of delivery because there is no person at the 
place of address to receive it, the matter is returned to* the postoffice and 
delivered in the ordinary mail. 

5. Special delivery matter may be forwarded, but it is not entitled to 
special delivery at the second office of address unless forwarded on a general 
forwarding request before attempt at delivery has been made at the postoffice 
of original address. 



LETTER WRITING 137 

6. A special delivery stamp does not give a piece of mail matter any other 
security than that given to ordinary mail matter. 

7. Rural letter carriers are required to deliver special delivery mail to the 
residences of patrons of their routes if they live within one mile of the routes. 
Special delivery matter addressed to patrons of rural free delivery who reside 
more than one mile from the routes will be placed in the box of the addressee 
in the same manner as ordinary mail. 



Forwarding Mail Matter 

First class matter only can be forwarded from one postoffice to another 
without a new prepayment of postage. This includes letters and other first 
class matter prepaid one full rate (two cents), parcels fully prepaid at the 
first class rate, postal cards, post cards (private mailing cards) and official 
matter. 



Registry System 

1. Registry mails reach every postoffice in the world. The system insures 
the safe transit and correct delivery. 

2. In case of loss, the sender or owner of a registered article prepaid at the 
letter rate of postage, mailed at, and addressed to, a United States postoffice, 
is indemnified for its value up to $25. 

3. Valuable letters and parcels, and those which the sender wishes posi- 
tively to know have been correctly delivered, should be registered. 

4. The registry fee is eight cents for each separate letter or parcel, in 
addition to the postage, both to be fully prepaid with postage stamps attached 
to the letter or oarcel. 



to the letter or parcel. 



5. Any piece of mail matter may be registered at any postoffice or station 
thereof, and by any rural free delivery carriers. In residential districts of 
cities, letters and packages of first class matter that are not cumbersome on 
account of size, shape or weight, can be registered by letter carriers at the 
house door as safely as if brought to the postoffice. 

6. In order to have a letter or parcel registered it is necessary merely to 
have it properly prepared, addressed and stamped, and the name and address 
of the sender written or printed on it. It should be handed to the postmaster, 
clerk or carrier, who will write out a registration receipt for the sender.- 



138 massey's 

The Advantages of Registering Mail Matter 

1. A receipt is given to the sender for every piece registered. 

2. A second receipt from the addressee or his authorized agent, acknowl- 
edging delivery, is returned to the sender in every case without extra charge. 
TEis receipt is, under the law, prima facie evidence of delivery. 

Note. — If the article is addressed to a foreign country.no receipt from 
the addressee is returned to the sender unless the words ''Return Receipt 
Demanded" are written or stamped across the face of the letter or parcel. 

3. Registered mail is handled under special conditions and by bonded 
employees, and such matter is the object of extraordinary care from the 
moment it is registered. A complete chain of records and receipts from the 
point of mailing- to the point of delivery enables the accurate tracing of every 
piece of registered mail. 

4. In case of loss of a valuable registered letter (or package prepaid at the 
letter rate) the sender should make application for indemnity to the postmaster 
at the office where the piece was mailed. The postmaster will furnish a blank 
form for that purpose. 



Rules of the Registry Service 

1. Registered mail is deliverable only to the addressee or upon his written 
order. The sender may, however, restrict delivery to the addressee in person 
by endorsing upon the envelope or wrapper the words "Deliver to addressee 
only." The words "Personal'' or "Private" do not so restrict delivery. Persons 
applying for registered mail, if unknown, will be required to prove their 
identity. 

2. Registered mail will be forwarded upon the written or telegraphic order 
of the addressee — first class matter immediately and without extra charge; 
other matter upon prepayment of the postage chargeable by law for forward- 
ing. No additional registry fee is chargeable for forwarding or returning 
registered matter. 

3. Undelivered registered mail is returned to the sender's address after 
thirty days, or such other period as may be specified in a return request on the 
envelope or wrapper. First, class matter is returned without extra charge ; 
other matter upon prepayment of the return postage. 

4. When the sender of registered mail desires to reclaim or recall it, at 
any time before its delivery, application for this purpose may be made to the 
mailing postmaster. 



LETTER WRITING 139 

Postal Money-Order System 

A postoffice money order is .used for transferring money through the post- 
office department, and is purchasable at any regular postoffice, where upon 
the payment of the sum to be sent and of the small fee exacted, a money order 
will be drawn for any desired amount not to exceed $100, payable at any 
money order office in the United States designated by the applicant. 

In order to obtain a money order an application form furnished free of 
charge must be first presented at the money order branch of the postoffice 
where the money order is purchased. 

At all of the larger postoffices, those of the first, second and third classes, 
and at many of the smaller ones, international money orders may also be 
obtained, payable in almost any part of the world. 

Identification. The person who presents an order for payment must be 
prepared to prove his identity. In case of payment to the wrong person the 
department will see that the amount is made good to the owner, provided the 
wrong payment was not brought about through fault on the part of remitter, 
payee or indorsee. 

Power of Attorney. A money order may be paid upon a written order of 
power of attorney from the payee, as well as upon his indorsement. 

Indorsements. More than one indorsement on a money order is prohibited 
by law. One or more additional names, however, may be written upon the 
back of orders for the purpose of identification of payee, or guaranty of 
genuineness of the signature of the payee or indorsee. But if the holder is the 
second or any subsequent indorsee, to obtain the amount he must surrender 
the order and make application for a duplicate or a warrant to be issued in 
place thereof by the department. The stamp impressions which banks or- 
dinarily place upon money orders left with or sent to them for collection are 
not regarded as indorsements transferring the ownership of the orders or 
within the meaning of the statute which prohibits more than one endorsement. 

Repayment. A domestic order may be paid at the office of issue within 
one year from the last day of the month of its issue. 

Invalid Orders. An order which has not been paid or repaid within one 
year from the last day of the month of its issue is invalid and not payable. The 
owner, however, may obtain payment of the amount thereof by making 
application, through the postmaster at any money order office, to the 
department, for a warrant for the said amount. The invalid order, if in the 
owner's possession, must be forwarded with the application. 



140 massey's 

Lost Orders. In all cases of lost orders the remitter, payee, or indorsee 
may make application, through either the office at which the original was 
issued or the office on which the original was drawn, for a duplicate to be 
issued in lieu thereof. 

Xo charge is made for the issue of a duplicate order, nor for the issue of a 
warrant for the amount of an invalid order. 



List of Names 

Postmasters are forbidden to furnish lists of names of persons receiving 
mail at their postoffices. 



Lost Mail 

All inquiries by the public relative to lost or missing mail matter of every 
description, either foreign or domestic, ordinary or registered, should be 
addressed to the postmaster, who will forward the complaint to the proper 
officer of the department. An early report is advised, as the chance of recovery 
is thereby increased. 

Mutilated Currency 

Mutilated currency addressed to the Treasurer of the United States for 
redemption may be registered free, when the package is presented at the post- 
office before sealing and certain conditions (which will be made known by the 
postmaster) are there complied with, but the postage thereon must be prepaid 
at letter rates. 

Overcharges 

Postmasters cannot remit supposed overcharges on mail matter. In case 
of dispute, the person to whom the matter is addressed should deposit the 
extra postage in money with the postmaster, taking a receipt therefor. If 
upon investigation by the department it is found that the extra postage is not 
properly chargeable, the postmaster will be directed to refund the deposit. 



Periodical Publications 

The Postoffice department does not determine questions regarding the 
liability of a subscriber for the subscription price of a publication. Publica- 
tions for which the addressee is not a subscriber, and which are not desired, 
may be refused and not removed from the postoffice. 



LETTER WRITING 141 

A subscriber to a publication should promptly notify the publisher of any 
change in his address. 

Public Letter Boxes 

The malicious injury or destruction of any letter box or other receptacle 
established by the Postmaster General for the receipt or delivery of mail 
matter, or the wilful theft, destruction, or defacement of any matter contained 
in such a box or receptacle is a penal offense, for which the offender is liable 
to a fine of not more than $1,000, or imprisonment for not more than three 
years. 

Letters addressed to persons temporarily sojourning in a city where the 
tree delivery system is in operation should be marked "Transient" or "General 
Delivery," if not addressed to a street and number or some other designated 
place of delivery. 



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